Virtual Admin Assistant

This is a remote position.

Role Overview

The Virtual Admin Assistant will provide essential support to a renovation and house upgrade company by managing administrative tasks, organizing workflows, and ensuring the team can focus on high-value, revenue-generating activities. This role requires strong organizational skills, initiative, and the ability to work independently while staying aligned with the company’s laid-back yet hardworking culture.

Success Metrics (KPIs)

• Efficiency: 90% of routine admin tasks (emails, scheduling, data entry, invoicing, etc.) completed without the need for owner follow-up.
  

• Accuracy: Maintain error-free records in Xero, Excel, and CRM/Project Management systems (95%+ accuracy).
  

• Responsiveness: Emails, messages, and team requests acknowledged within 24 hours.
  

• Time Savings: Demonstrated reduction of “busy work” for the owner, allowing the team to focus on renovation projects and client relationships.
  

• Task Flow: No backlog of admin tasks—projects and operations run smoothly with deadlines consistently met.
  

Experience

• Minimum of 2 years experience in a similar Virtual Assistant or Admin role.
  

• Background in supporting businesses in construction, real estate, or renovations is a plus.
  

• Hands-on experience with:
  

• Excel (formulas, tracking sheets, reporting).
  

• Xero or similar accounting tools.
  

• CRM and project management systems (e.g., Trello, Asana, Monday.com, or equivalent).
  

Key Responsibilities

• Manage and update project management systems to keep tasks organized and on track.
  

• Handle administrative support: scheduling, email management, file organization, and client communication assistance.
  

• Prepare and manage estimates, invoices, and financial records in Xero or similar platforms.
  

• Maintain and update Excel trackers to monitor progress and highlight bottlenecks.
  

• Support the team with overflow tasks during peak project periods.
  

• Identify inefficiencies and propose process improvements.
  

• Provide proactive support by anticipating the owner’s needs and taking work off their plate before it becomes urgent.
  

Skills and Personal Attributes

• Highly organized and detail-oriented.
  

• Proactive, self-starter with the ability to identify patterns and anticipate needs.
  

• Strong written and verbal communication skills.
  

• Comfortable working in a laid-back but hardworking culture.
  

• Tech-savvy with the ability to quickly learn new software.
  

• Able to work independently and manage multiple priorities without constant supervision.
  

Requirements and Qualifications

• Proven experience as a Virtual Assistant, Admin Assistant, or similar role (minimum 2 years).
  

• Strong proficiency in Excel (pivot tables, formulas, reporting).
  

• Experience with Xero or similar accounting software.
  

• Familiarity with CRM and project management systems.
  

• Stable internet connection and reliable remote work setup.
  

• Experience supporting Australian businesses is an advantage.