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Virtual Assistant / Operations Assistant

Remote: 
Full Remote
Contract: 
Full time
Work from: 
Philippines

Offer summary

Qualifications:

Experience in administrative support and lead management., Proficiency in CRM systems such as Zoho, HubSpot, or Salesforce., Strong attention to detail and excellent organisational skills., Tech-savvy with experience in software tools like Xero and Shopify..

Key responsibilities:

  • Manage email and calendar, ensuring efficient communication and scheduling.
  • Handle data entry and processing for finance and operations.
  • Support lead management by responding to inquiries and tracking communications.
  • Assist in procurement and order management, including purchase orders and supplier follow-ups.

The Outline logo
The Outline https://theoutline.com/
11 - 50 Employees
See all jobs

Job description

Overview of the Company

Established in 1991, this multi-generational, family-owned business is based in Sydney, Australia, and specialises in designing and creating bespoke, high-quality outdoor furniture and accessories. The company sources premium materials from around the world to offer a diverse range of products, including tables, chairs, water features, urns, planters, pedestals, wall art, and mirrors.

With a strong focus on innovation, they utilise Glass Reinforced Concrete (GRC) to craft durable yet elegant furniture, combining the strength of concrete with the lightweight properties of glass fibres. Their commitment to exceptional customer service ensures that clients receive expert guidance in selecting the perfect pieces to enhance their outdoor spaces.

With over 33 years of combined experience, they navigate the complex finance landscape to find the most suitable financial products for their clients. Their goal is to build long-term relationships based on trust and to support their clients' growth and success.

Job Summary:

We are seeking a highly organised and detail-oriented Virtual Assistant / Operations Assistant to support our business operations. The ideal candidate will have experience in administrative support, lead management, procurement, reconciliation, and CRM automation. They must be tech-savvy, proactive, and comfortable working with various software tools to improve business efficiency.


Key Responsibilities: Administrative Support:
  • Email management (sorting, prioritising, responding to emails)
  • Calendar management and scheduling
  • Document handling and organisation

    • Data Entry & Processing:
  • Entering and managing data for finance and operations
  • Processing tax invoices and requests
  • Verifying and inputting legal names, addresses, equipment details, and amounts

    • Lead & Sales Support:
  • Managing and responding to incoming leads promptly
  • Sending out lead response emails and follow-ups
  • Ensuring all lead-related communication is tracked and managed

    • Procurement & Order Management:
  • Sending and managing purchase orders
  • Cross-checking purchase orders with sales orders
  • Following up on supplier invoices and order deliveries


    • Reconciliation & Financial Coordination:
  • Weekly reconciliation of invoices across Xero, Lightspeed (POS), and Unleashed (Inventory Management)
  • Ensuring financial records match across platforms
  • Identifying and addressing discrepancies


    • Process & Workflow Automation:
  • Working with CRMs and automation tools (e.g., Zoho)
  • Managing workflow automation to streamline administrative tasks
  • Ensuring tasks follow structured, repeatable processes


    • Customer & Internal Communications:
  • Managing lead-related and customer enquiries
  • Sending automated and scheduled communications (e.g., birthday emails, holiday updates)

    • System & CRM Management:
  • Supporting transition and integration of Zoho CRM
  • Maintaining structured workflows for business processes
  • Managing CRM-related tasks such as data entry and follow-ups


    • Website & Product Management (Future Task):
  • Uploading product images and descriptions to Shopify
  • Managing product updates and SEO-related changes
  • Ensuring product listings are optimised


    • Required Skills & Experience:
  • Strong attention to detail and accuracy
  • Ability to manage and prioritise multiple tasks
  • Excellent organisational and time management skills
  • High level of initiative and problem-solving ability
  • Strong written and verbal communication skills
  • Ability to work independently and take ownership of tasks
  • Experience with CRM systems (Zoho, HubSpot, Salesforce, etc.) preferred
  • Proficiency in Xero, Lightspeed (POS), Unleashed (Inventory Management), and Shopify is a plus
  • Experience with project management tools like Asana, Trello, or Monday.com

    •

    Required profile

    Experience

    Spoken language(s):
    English
    Check out the description to know which languages are mandatory.

    Hard Skills

    ProcurementData EntryReconciliationMicrosoft Dynamics CRMCalendar ManagementZeptoDigital File ManagementOnline CommunicationLitespeedLead GenerationAccounting SoftwareFinancial IntegrationShopifyBusiness Process AutomationEmail ManagementSalesforceHubSpot CRMTrelloMonday.comAsana

    Other Skills

    • Non-Verbal Communication
    • Time Management
    • Organizational Skills
    • Detail Oriented
    • Problem Solving
    Are you interested?

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