Executive, Operations Virtual Assistant – Freight & Business Administration Support

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

📋 Description

• Oversee and manage the client's inbox efficiently.

• Recognize emails that need action, follow-up, or escalation.

• Conduct routine follow-ups with clients, suppliers, and other stakeholders.

• Compose or dispatch standard responses based on established procedures.

• Monitor outstanding requests and ensure timely follow-ups are completed.

• Escalate urgent, sensitive, or complex issues as necessary.

• Maintain organized systems for pending and outstanding items.

• Keep accurate records in the CRM, including contacts, opportunities, pipeline stages, and related data.

• Supervise the sales pipeline and pinpoint follow-up items.

• Assist with CRM administration and data upkeep.

• Navigate GoHighLevel to upload and manage videos and educational materials.

• Input course or educational content into the respective areas within GoHighLevel.

• Aid in basic freight and courier bookings.

• Track shipment status and relevant tracking information.

• Identify delays, missing packages, and shipping complications.

• Resolve routine shipment issues with couriers or suppliers.

• Provide clients with regular updates on shipment status.

• Request freight rates and quotes from international suppliers or agents.

• Communicate with suppliers and agents to gather freight quote information.

• Collect and organize supplier responses and buying rates.

• Input information into the client's quote template.

• Prepare draft quote information for client review and finalization.

• Maintain precise records for freight/jobs.

• Prepare and send freight invoices to clients.

• Verify expected payments and flag any unpaid or overdue invoices.

• Maintain information related to invoices.

• Submit End-of-Day reports detailing completed tasks, pending items, blockers, follow-ups, and priorities for the next day.

• Gradually take on additional administrative duties as knowledge and trust grow.

• Support the client in focusing on freight strategy, pricing, sales, consulting, and key client relationships.

⛳️ Requirements

• Proficient in written English.

• Strong organizational and time management skills.

• Keen attention to detail.

• Experience in CRM administration.

• Skills in email/inbox management.

• Professional follow-up communication abilities.

• Competency in data entry and record maintenance.

• Ability to adhere to Standard Operating Procedures (SOPs).

• Quick learner of new systems.

• Capability to work independently.

• Solid administrative skills.

• Good judgment regarding when to escalate issues.

• Basic to intermediate proficiency in GoHighLevel is required.

• Comfortable working with CRM platforms and cloud-based business tools.

• Professional and confident in business communication.

• Willingness to progressively learn freight and logistics processes.

• Preferred: Experience with GoHighLevel.

• Preferred: Experience with Xero.

• Preferred: Background in freight/logistics/courier administration.

• Preferred: Experience in communication with suppliers.

• Preferred: Experience in preparing quotes.

• Preferred: Experience in shipment tracking.

• Preferred: Proficiency in Microsoft 365.

• Reasonable overlap with the client's Australian business hours is preferred.

• Ability to provide an End-of-Day report.

🏝️ Benefits

• Initial commitment of 10 hours per week.

• Opportunity to increase hours based on performance and business requirements.

• Flexible working hours.

• Remote/work-from-home arrangement.

• Access to client-provided resources, SOPs, and training.

• Comprehensive training and onboarding for freight-related tasks and business-specific workflows.