Admin and Operations VA

This is a fully remote position, open to applicants in Australia.

📋 Description

• Oversee inbox management, scheduling, reminders, and daily administrative responsibilities.

• Assist in project coordination, workflow oversight, and digital file management across various projects.

• Keep project information current in Wunderbuild, Asana, ClickUp, and Google Workspace.

• Facilitate communications with subcontractors, suppliers, and clients.

• Enhance systems, workflows, standard operating procedures (SOPs), and operational processes.

• Address client inquiries and support follow-ups, scheduling, and communication efforts.

• Compose emails, templates, and documents while maintaining well-organized CRM records.

• Leverage HubSpot, Loom, Dropbox, and AI platforms to boost operational efficiency.

• Identify avenues for process enhancement, automation, and improved business operations.

• Oversee accounts payable and receivable, including invoice processing and payment follow-ups.

• Reconcile transactions and keep precise financial records using Xero.

• Monitor budgets, purchase orders, and supplier payments for projects.

• Plan and publish social media content.

• Design and modify on-brand graphics and posts using Canva.

• Aid in newsletters, email marketing campaigns, and fundamental marketing tasks.

⛳️ Requirements

• 3–4+ years of experience supporting international clients, ideally with Australian, UK, or US-based businesses, while working remotely.

• Proven track record in establishing or enhancing internal systems, processes, or SOPs.

• Comfortable handling bookkeeping and financial administration tasks, such as invoice entry, reconciliation, and expense tracking.

• Proficient in Xero or possess strong general bookkeeping experience.

• Familiarity with project management and CRM tools, including Wunderbuild, Asana, or Excel.

• Background in social media management, Canva, and/or other design applications.

• Excellent communication, time management, and attention to detail skills.

• Outstanding written and verbal communication abilities in English.

• Ability to quickly learn new software and systems.

• Strong problem-solving and communication aptitude.

• Self-motivated and capable of anticipating needs without requiring micromanagement.

• Enthusiastic about building, documenting, and enhancing systems from the ground up.

• Clear and respectful communication in a small, trusted remote team setting.

• Dependable, consistent, and committed to long-term growth in the role.

• Proficient in Microsoft Office 365 and Google Workspace.

• Experienced in Xero and/or QuickBooks for bookkeeping tasks.

• Skilled in Canva for creating social media and marketing content.

• Proficient in Asana, ClickUp, or similar project management applications.

• Familiar with communication platforms such as Gmail and WhatsApp.

• Experience with HubSpot or similar CRM systems is preferred but not mandatory.

• Familiarity with Wunderbuild or other construction project management software is a plus but not required.

• Exposure to AI and workflow automation tools is advantageous but not essential.

• Basic video editing or Loom experience is a bonus but not required.

• Experience in the residential construction or trade industry is an added advantage but not necessary.

🏝️ Benefits

• Full-time remote work from the comfort of your home.

• Collaborate with international clients and Australian businesses.

• Long-term position with potential for growth alongside the business.

• Work within a small, high-trust remote team environment.