Operations & Communications Virtual Assistant (SMSP)

• This is a remote position.
• Work Schedule: Monday to Friday 8:00am to 5:00pm Sydney Time with 1 hour unpaid break.
• Job Type: Full-time

Responsibilities:

• Manage all client communications across email and social media channels, responding to inquiries within 24 hours (within 1 hour during business hours)
• Handle real-time communications with existing clients and team members for any ad-hoc changes or updates
• Qualify leads through Active Campaign and funnel them to the website quoting system
• Create and send quotes via email using current manual process (transitioning to Xero-based quoting system)
• Schedule jobs in advance using Bright HR system, considering employee workloads, travel times, and capacities
• Organize and maintain all compliance documentation including NDIS and registration forms
• Support daily invoicing processes and data entry into Xero accounting system
• Assist with systems integration between ServiceMate, Active Campaign, and Xero
• Create and maintain process documentation and standard operating procedures
• Manage social media presence and respond to customer inquiries across platforms
• Update and maintain WordPress website content
• Support business owner during transition to new systems including Active Campaign setup and ServiceMate migration
• Contact clients to gather job details and confirm scheduling when needed
• Coordinate with field staff for job scoping and detail collection

Scopes:

• Full ownership of client communication management across all channels (email, social, phone support)
• Complete responsibility for lead qualification and initial client contact processes
• Primary point of contact for scheduling coordination and job management
• Support role in financial processes including quoting and invoicing workflows
• Active participation in systems integration and digital transformation initiatives
• Documentation creation and maintenance for all business processes
• Social media management and basic website content updates
• Compliance documentation organization and client onboarding support
• Liaison between field staff and office operations for job coordination
• Backup support for operations manager in administrative tasks

Requirements

• Strong written communication skills for professional email and social media interactions
• Experience with CRM systems and lead qualification processes
• Familiarity with accounting software, preferably Xero
• Basic understanding of WordPress content management
• Experience with scheduling and workforce management systems
• Knowledge of compliance documentation processes, particularly in healthcare or disability services (NDIS experience preferred)
• Ability to learn new software systems quickly during business transitions
• Strong attention to detail for invoicing and data entry accuracy
• Excellent time management skills to handle multiple communication channels
• Problem-solving skills to handle ad-hoc client requests and scheduling conflicts
• Experience with Active Campaign or similar marketing automation platforms preferred
• Understanding of service-based business operations

Benefits

Independent Contractor Perks

• Permanent work from home

• Immediate Hiring

• Steady Freelance Job