Key Facts

Remote From:

Part time

Mid-level (2-5 years)

English

Hard Skills

Accounting Software Project Management Microsoft Dynamics CRM Invoicing Business Communication Data Entry Process Improvement Process Management Monday.com File Organization Pivot Tables And Charts Excel Formulas Trello Financial Accounting Asana Email Management Project Estimation Online Communication Organizational Structure

Other Skills

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Microsoft Excel
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Scheduling
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Non-Verbal Communication
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Multitasking
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Time Management
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Team Management
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Detail Oriented
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Prioritization
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Problem Solving

Roles & Responsibilities

Minimum of 2 years experience in a Virtual Assistant or Admin role.
Strong proficiency in Excel (formulas, tracking sheets, reporting).
Experience with Xero or similar accounting software.
Familiarity with CRM and project management systems (e.g., Trello, Asana, Monday.com, or equivalent).

Requirements:

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.

VA World Outsourcing PTY LTD

About VA World Outsourcing PTY LTD

VA World Outsourcing is the leading Virtual Assistant Outsourcing and is set to compete in the highly competitive Business Process Outsourcing (BPO) Services. We provide a dedicated Philippines-based remote staff and offshore staffing services. We offer a wide range of services. The bulk of the services are administrative in nature, whether data entry, mailing list updates, etc. Mission VA World Outsourcing goes beyond client expectations while providing a low cost outsource solution that provides a highly skilled virtual assistant with high-quality service and mind-blowing customer satisfaction. Vision VA World Outsourcing is the outsourcing destination and forefront of digitally connected business processes that innovate the system that will shape the future of the client’s business while providing an affordable yet high-quality professional service. Our Competitive Edge VA World Outsourcing aims of maximizing profit in the Business Process Outsourcing (BPO) Services industry. The majority of Virtual Assistant services are secretarial in nature. They are the jobs that an administrative assistant can handle. Our company, on the other hand, will be using their competitive edge of a wide range of skills to their fullest. In addition to the more menial tasks, our company is able to offer clients a wide range of technical skills. As a leading Virtual Assistant Business, we want to make sure we’re always on top with the services we offer which is why we have put in place a competent quality assurance team that will ensure that all our services meet and even surpass our client’s expectations. We will work hard to ensure that our company is not only accepted nationally but also in other parts of the world. CORE VALUES Integrity - We do things right! Respect - We treat others as we want to be treated Excellence - We do ordinary things extraordinarily well. Success - We value each other’s differences. We operate in a spirit of cooperation and value human

Company type: SME

Founded: 2018

Company size: 51 - 200

Website LinkedIn See all jobs →

Job description

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.