Executive Assistant – Xero, SimPro, AUS Trade Service

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

📋 Description

• Deliver comprehensive administrative and clerical assistance, which encompasses data entry, email management, and document organization.

• Oversee job scheduling and coordinate service appointments for electricians and technicians.

• Manage inbound and outbound communications, address customer inquiries, and maintain service records.

• Prepare and dispatch quotations, invoices, and follow-up communications, including reminders for outstanding payments.

• Update and sustain client databases, project records, registration and insurance documentation, along with supplier information.

• Assist with social media updates and basic marketing activities (e.g., on Facebook).

• Monitor incoming work orders and ensure accurate tracking and completion of assigned tasks.

• Reconcile bank and credit card transactions in Xero, and execute Simpro-to-Xero data transfers to synchronize financial records and job-related purchases across systems.

• Provide support to management with reporting, timesheets, and project documentation.

• Collaborate with suppliers and subcontractors for quotes, materials, or delivery arrangements.

⛳️ Requirements

• Minimum of 4 years of experience in an administrative or virtual assistant role (experience in a trade or service industry is essential).

• Exceptional organizational and multitasking abilities with a keen eye for detail.

• Superior English communication skills, both written and verbal.

• Proficient in Microsoft Office / Google Workspace, with familiarity in the job management software SimPRO and the accounting package Xero.

• Capacity to work independently, prioritize responsibilities, and adhere to deadlines.

• A proactive problem-solver possessing a positive attitude and a customer-first approach.

🏝️ Benefits

• [Insert benefits here]

• [Insert additional benefits if needed]