Virtual Assistant – Admin and IT Support

Role Overview

We are seeking a proactive and detail-oriented Virtual Assistant to provide comprehensive administrative, financial, IT, and operational support to a Virtual CFO. The ideal candidate will possess excellent organizational skills, strong attention to detail, and a good understanding of finance, bookkeeping, and business operations.

This role ensures the Virtual CFO's day-to-day activities, reporting, and client interactions run smoothly and efficiently.

Key Responsibilities

Administrative & Executive Support

Manage and organize the Virtual CFO's calendar, appointments, and meetings.

Handle correspondence, draft professional emails, and prepare client documents.

Coordinate virtual meetings, prepare agendas, and take minutes.

Maintain an organized filing system (digital documentation, contracts, invoices, reports).

Track key deliverables, follow up on pending items, and ensure timely completion of tasks.

Financial & Operational Support

Assist with basic bookkeeping and reconciliation using tools like Xero, QuickBooks, or MYOB.

Support monthly and quarterly financial reporting processes.

Gather and organize financial data from clients or internal teams.

Prepare spreadsheets, summaries, and dashboards for financial analysis.

Maintain expense tracking and vendor payment records.

Help prepare presentations and proposals for clients.

Business & Client Coordination

Liaise with clients for document collection, scheduling, and deliverable updates.

Assist with onboarding new clients (collect KYC, agreements, setup folders, etc.).

Handle invoicing, payment reminders, and basic CRM updates.

Support communication between the Virtual CFO and internal/external stakeholders.

Data Management & Reporting

Maintain accurate records of financial and operational activities.

Compile data for budget tracking, performance reports, and forecasts.

Assist with data entry and management in finance tools or ERPs.

Technology & Tools

Use productivity tools such as Microsoft 365, Google Workspace, Trello, Asana, or

Work with finance software such as Xero, QuickBooks, MYOB, or Zoho Books.

Use virtual communication platforms like Zoom, Teams, Slack, and Calendly.

Requirements
Required Skills & Qualifications

Domain / Technical Knowledge

• Good understanding of IT / managed services, cloud services, cybersecurity, and software licensing, especially in the AEC / design/construction context.
• Ability to interpret technical scopes, metrics (e.g. uptime, response times), and translate them into contract terms.
• Familiarity with vendor licensing (e.g. Microsoft / Azure) and cloud cost structures, and how to recast them into client pricing.
• Knowledge of billing models (fixed, recurring, usage-based, milestone billing).

Contract, Legal & Financial Skills

• Strong grasp of contract management concepts: amendment, version control, change orders, escalation, renewals.
• Comfortable reviewing contract clauses, legal obligations, liabilities, and ensuring alignment with company policy.
• High numeracy: ability to validate and reconcile invoices, detect anomalies, and ensure billing correctness.

Soft / Interpersonal Skills

• Excellent stakeholder management: able to coordinate across clients, BDMs, legal, delivery, and finance teams.
• Strong negotiation and influencing skills.
• Excellent written and verbal communication (clear contract language, client-facing professionalism).
• Attention to detail and rigor in documentation.
• Ability to work under pressure, manage multiple contracts / tasks concurrently, meet deadlines.

Systems & Tools

• Proficiency with Microsoft Office, especially Word (contracts), Excel (billing reconciliation, reporting).
• Experience or capability to learn CRM systems, contract management systems, and document versioning systems.
• Familiarity with financial / billing / ERP tools is advantageous.
• Project/task management tools for tracking tasks and deadlines.

Personal Attributes

• Integrity, discretion, and confidentiality (handling sensitive contracts, pricing, client financials).
• Proactive mindset: anticipate issues (contract lapses, price changes) before they become problems.
• Adaptability to evolving services, technologies, and vendor models.
• Client-centric approach: focus on delivering clarity, value, and reliability to clients.
• Continuous learner: staying current on licensing, cloud, IT service models, vendor changes.

Qualification & Experience

• Bachelor's degree in Business, Law, IT, or a related field (preferred).
• 2–5 years of experience in contract management, post-sales operations, service delivery support, or sales support roles (preferably in IT/services industry).
• Experience working with IT services, cloud, and vendor licensing (a strong advantage).

What we are looking for:

• Work during Australian hours.
• Ability to go the extra mile during peak seasons.