Virtual Assistant - Business Operations & Client Management (PPG)

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:

• Manage all client communications including responding to inquiries within 24 hours and following up on quotes within 48 hours
  
• Qualify leads, update deal status in CRM, and proactively communicate job progress to clients
  
• Track job profitability, allocate costs within 48 hours of job completion, and maintain accurate financial tracking in job cards
  
• Generate and send invoices within 48 hours of job completion and prepare monthly profit margin reports
  
• Optimize SimPro utilization to achieve 90%+ feature usage and organize job documentation for compliance
  
• Streamline scheduling processes to balance workloads, minimize delays, and reduce average job completion time by 15%
  
• Develop and implement standard operating procedures (SOPs) for recurring daily, weekly, and monthly tasks
  
• Manage email inbox (900+ emails requiring action) and calendar coordination
  
• Handle 60-80% of phone communications with clients, suppliers, and team members
  
• Ensure all jobs pass compliance document checks with proper organization and accessibility
  
• Create comprehensive process documentation using screen recording tools for knowledge transfer
  
• Coordinate between administration staff (invoicing) and operations staff (scheduling) to ensure seamless workflow
  

Scopes:

• Full ownership of client communication pipeline from initial inquiry through job completion
  
• Complete management of financial admin including job costing, invoicing, and profitability tracking
  
• Lead optimization of SimPro system to maximize ROI on existing software investment
  
• Develop and maintain all business process documentation and SOPs
  
• Coordinate workflow between existing team members (administration and operations staff)
  
• Manage email and calendar systems to reduce owner’s daily administrative burden from 14+ hours
  
• Ensure 100% compliance with documentation requirements for all jobs
  
• Create scalable systems that support business growth and operational efficiency
  
• Establish predictable daily operations that allow business owner to focus on high-value activities
  
• Build comprehensive knowledge base for future team members and business continuity
  

Requirements

• Proven experience with job management software, preferably SimPro or similar construction/trades platforms
  
• Strong proficiency in accounting software, particularly Xero integration and job costing
  
• Excellent written and verbal communication skills with ability to manage client relationships professionally
  
• Experience with CRM systems and sales pipeline management
  
• Strong organizational skills with attention to detail for compliance and documentation requirements
  
• Ability to work independently and prioritize tasks in a fast-paced environment
  
• Proficiency in process documentation and SOP creation
  
• Experience with project management tools (Trello) and screen recording software (Komodo)
  
• Understanding of trades business operations, invoicing, and scheduling workflows
  
• Ability to work Australian business hours and understand local business practices
  

Benefits

• Permanent work from home
  

• Immediate hiring
  

• Steady freelance job