Senior Virtual Assistant

• Employment type: Full Time (40 hours per week)
• Interview Dates: Wednesday 12th November 7am PH time
• Start Date; Monday 24th November

About the client

It is is a boutique, multi-discipline Building Services consulting firm based in Sydney. We are passionate about deploying industry best practices in the built environment, incorporating innovation, sustainability, and practicality to ensure client satisfaction. It provides engineering design, documentation, and technical advice across Mechanical, Electrical, Hydraulic, and Fire Services, as well as Computational Fluid Dynamics (CFD). We primarily serve the residential, commercial, education, and hospitality sectors, delivering tailored solutions from feasibility studies to complete certified designs.

Role Overview

We are seeking a highly organized and detail-oriented Virtual Assistant to provide critical administrative, project management, and sales/marketing support directly to the Director. This role is essential for maintaining efficient daily operations, managing project workflows, handling initial financial setup (invoicing/accounts), and supporting our presence on the LinkedIn platform. The ideal candidate will be proactive, meticulous, and capable of managing multiple responsibilities within a set procedural framework. Proficiency in Mandarin is a significant advantage.

Primary Tasks

• Execute daily administrative responsibilities and communicate effectively with the Director.
• Manage client and project setup tasks, including invoice/account setup, checking, and filing customer details and progress notes.
• Complete core project management setup: set up Asana projects and tasks, create fee proposals, file fee acceptances, create kick-off invoices, and set up initial project structures.
• Provide sales and marketing assistance, primarily under direction, to create marketing material, focusing on the LinkedIn platform.
• Maintain, update, and post articles focused on talent finding on the LinkedIn platform.
• Maintain the company's website (updates, basic content changes).
• Perform follow-up activities for leads and overdue invoices.
• Send out quotes/proposals and ensure accurate data input in Hubspot and Asana.

Required Experience

• Proven experience in a Personal Assistant or Virtual Assistant role focused on administrative and project support.
• Demonstrated ability to manage end-to-end client/project setup workflows, including initial invoicing and documentation filing.
• Practical experience in creating and posting marketing content, specifically for the LinkedIn platform.
• Experience in data entry and management within a CRM (Customer Relationship Management) and project management system.

Nice to have experience

• Prior experience in basic website maintenance (e.g., updating content via a CMS like WordPress).
• Experience in a role where procedural adherence and KPI assessment were key performance indicators.
• Direct experience with lead follow-up and sales proposal generation.

Required Education

• While specific degrees are not mandated, a high level of spoken, written, and comprehension ability in English is required.
• Proficiency in Mandarin is a significant advantage, as indicated in the KPI's.

Required Traits

• Exceptional Attention to Detail: Ability to meticulously check invoices, customer details, and follow strict procedures.
• Highly Organized: Excellent skill in arranging tasks, documents, and projects in good order (e.g., using Asana).
• Responsiveness and Time Management: Ability to manage time effectively to meet deadlines and communicate efficiently with the Director.
• Technical Aptitude: A solid level of technical comfort to learn and utilize required software and systems proficiently.

Required Software/Systems

• Microsoft Office Suite (Proficient level expected).
• Asana: Proven ability to use this project management platform properly for task and project setup.
• LinkedIn Platform: Good working knowledge for marketing, content posting, and talent finding activities.
• Hubspot or equivalent CRM: Experience with data input and management for leads/customers.

Nice to have Software/Systems

• Basic Web Content Management System (CMS) (e.g., WordPress, Squarespace) for website maintenance.
• Accounting/Invoicing Software (e.g., QuickBooks, Xero) experience related to invoice creation and checking

Job Type: Full-time

Pay: Php60, Php75,000.00 per month

Benefits:

• Company events
• Health insurance
• Work from home

Work Location: Remote