Administrative Virtual Assistant (SA)

This is a remote position.

Work Schedule: Monday to Friday 8:00am to 5:00pm Sydney Time with 1 hour unpaid break.

Job Type: Full-time

Responsibilities:

• Handle all incoming customer inquiries via phone and email, explaining service offerings and pricing structures
  
• Process and send invoices for completed jobs, ensuring accurate documentation of materials and labor
  
• Manage job scheduling and resource allocation for technicians
  
• Create and send quotes to customers following site visits
  
• Follow up on outstanding quotes and maintain communication with prospects
  
• Document completed work including photos, materials used, and labor hours
  
• Maintain quality control checklists and ensure all job documentation is complete
  
• Coordinate with technicians to gather necessary job information and updates
  
• Process payments and maintain accurate financial records
  
• Manage customer follow-up communications and maintain relationships
  

Scopes:

• Manage customer communication channels including phone and email
  
• Handle all administrative tasks for 40+ jobs per week during peak seasons
  
• Process invoices valued at various price points, from service calls to full installations
  
• Coordinate scheduling within 15km service radius from Lithgow
  
• Support documentation and processing for both residential and light commercial jobs
  
• Manage customer database and maintain accurate records
  
• Handle peak season workload (summer months) with consistently high service levels
  
• Support quality control processes across all jobs and installations
  

Requirements

• Excellent verbal and written communication skills
  
• Strong attention to detail, particularly with numbers and documentation
  
• Ability to handle high-volume administrative tasks efficiently
  
• Experience with customer service and phone handling
  
• Proficiency with business software and quick ability to learn new systems
  
• Strong organizational and time management skills
  
• Ability to work independently and maintain consistent service levels
  
• Professional and friendly demeanor
  
• Available during Australian business hours
  
• Basic understanding of trade services industry (HVAC experience a plus)
  

Benefits

• Permanent work from home
  
• Immediate hiring
  
• Steady freelance job