Operations & Admin Virtual Assistant (251110_SBS)

About the Company:

Both companies are established trade businesses based in Australia specializing in scaffolding and transport logistics. The company prides itself on reliability, strong client relationships, and operational excellence. As the businesses grow, theyre seeking a proactive and highly organized Operations & Admin Virtual Assistant to bring structure, streamline communication, and ensure smooth coordination across both divisions.

Key Responsibilities (Prioritized):

• Email & Communication Management Organize and maintain multiple business inboxes (scaffolding and transport); respond to basic queries, forward relevant messages, and ensure no communication is missed.
• Job Administration in ServiceM8 Enter and update job details, attach required documentation (SWMS, timesheets, permits, photos), and ensure all job data is current.
• Order Form Management Prepare, send, and track scaffolding order forms; follow up with suppliers to confirm dispatch, delivery, and receipt of gear; cross-check delivery dockets against orders.
• Scheduling Support Coordinate with the operations lead to organize installation dates, crew availability, and truck runs; maintain visibility across both scaffolding and transport calendars.
• File & Document Organization Manage OneDrive folders, ensuring all job files, forms, and correspondence are properly labeled and stored.
• Xero Support (Non-bookkeeping) Upload receipts to HubDoc, assist in reconciling job records with invoices, and tick off completed days or jobs once confirmed in ServiceM8/Xero.
• Compliance Support Maintain and update SWMS, JSAs, and related compliance documents.
• Transport Admin (Future Phase) Assist with MyTrucking app data entry, update completed jobs, verify start/stop times from GPS data, and send job summaries to clients.
• Reporting & Task Tracking Send daily start-of-day and end-of-day reports via WhatsApp; maintain clear task logs and status updates
• Social Media Assistance (Occasional) Organize and schedule basic social media posts using existing job photos during quieter periods.
• System Improvement Create or update SOPs and templates using Loom videos and checklists to improve workflow clarity.

Qualifications (Prioritized):

• Reliable home office setup with stab
• Proven experience in admin coordination or operations support within construction, scaffolding, logistics, or transport industries.
• Proficiency with ServiceM8, Xero, Microsoft 365, and OneDrive (essential).
• Excellent English communication skillsconfident in handling client and team correspondence.
• Highly organized with strong attention to detail; skilled in data management and record-keeping.
• Capable of handling multiple systems and switching between tools efficiently.
• Experience working with Australian clients and time zones (AEST/AEDT).
• Reliable home office setup with stable internet and backup power.

Nice-to-Haves:

• Familiarity with MyTrucking or similar transport scheduling software.
• Experience uploading to HubDoc and managing basic invoice workflows.
• Exposure to social media scheduling or content preparation (Canva or similar).

Preferred Characteristics:

• Detail-driven and structured Naturally organized, keeps systems clean and documentation current.
• Proactive communicator Anticipates needs and keeps team members updated without being prompted.
• Process-oriented Comfortable following SOPs while suggesting improvements for efficiency.
• Dependable and consistent Follows through on tasks and maintains accountability via reports.
• Calm under pressure Can manage competing priorities and large email volumes.
• Collaborative Works smoothly with owners, accountants, and field teams.
• Trustworthy and discreet Handles sensitive client and financial information with care.

Perks and Benefits

• Competitive salary + signing bonus
• 13th month pay & annual leave credits
• Government benefits + HMO after 6 months (client approval)
• Monthly catch-ups with free meals
• Birthday perks & anniversary bonus
• Virtual parties & face-to-face gatherings
• Continuous training & Upskilling opportunities
• A dedicated manager to support you not just match and go.

Job Type: Part-time

Pay: Php15, Php18,000.00 per month

Benefits:

• Work from home

Work Location: Remote