Admin Assistant (Xero Specialist)

This is a remote position.

Schedule:

• 20 hours per week
  
• Monday - Friday, 11am - 3pm Mornington, VIC
  

Client Overview

Join a thriving electrical services company in Melbourne that’s experiencing rapid growth. This family-owned business is seeking a dedicated virtual assistant to streamline operations and enhance customer service. As a key member of a close-knit team of six, you’ll play a crucial role in supporting the company’s expansion while allowing the owner to focus on core business activities and family responsibilities.

Job Description

This exciting opportunity offers a chance to dive into the dynamic world of electrical services from an administrative perspective. You’ll be at the heart of daily operations, managing everything from customer inquiries to job scheduling and financial tasks. Utilizing cutting-edge software like ServiceMate and Xero, you’ll help optimize the company’s workflow, ensuring smooth operations and high customer satisfaction. This role is perfect for a detail-oriented, tech-savvy individual who thrives on variety and wants to make a tangible impact on a growing business.

Responsibilities

• Manage the company inbox, responding promptly to customer inquiries and scheduling service appointments
  
• Utilize ServiceMate to efficiently book and coordinate jobs for the electrical team
  
• Collaborate with electricians to create accurate and timely quotes for potential clients
  
• Process invoices and manage financial records using Xero accounting software
  
• Conduct follow-up calls to ensure customer satisfaction and address any post-service concerns
  
• Assist in preparing essential reports and lodging certificates for completed electrical work
  
• Optimize job scheduling to maximize team efficiency and resource allocation
  
• Support marketing initiatives to help grow the business’s client base
  
• Tackle ad-hoc administrative tasks to keep operations running smoothly
  

Requirements

• 3+ years of experience in general admin work in a virtual setting
• Proficiency in Xero accounting software, with a willingness to quickly master ServiceMate
  
• Exceptional written and verbal communication skills for professional customer interactions
  
• Proven track record in customer service, particularly in handling phone and email communications
  
• Self-motivated with strong time management skills and ability to work independently
  
• Adept at using Microsoft Office suite and other general office software
  
• Meticulous attention to detail and superior organizational abilities
  
• Adaptability and eagerness to learn new systems and processes
  
• Previous experience in the trades or service industry is a plus, but not required