Virtual Assistant (Operations Support)

Employment Type: Full-time

About the Role

You will play a key role in ensuring clients feel supported, informed, and engaged.

Key Responsibilities

Client Communication:

• Send client emails based on structured guidelines provided by the Account Manager
• Personalise check-in emails to maintain engagement and highlight additional services
• Send follow-up emails after client meetings using provided transcripts

Document Preparation:

• Draft quotes based on client requirements
• Prepare agreements and proposals using templates
• Ensure all documents are accurate, professionally formatted, and sent promptly
• Draft annual budgets

Marketing Support:

• Draft weekly marketing emails/newsletters using provided templates
• Support content idea generation and internal campaign coordination with the Account Manager

Reporting & Analytics:

• Generate monthly client reports (e.g., service summaries, usage metrics, asset/inventory status) in PDF format
• Use internal reporting and management systems and Microsoft 365 for reporting tasks
• Support process automation where applicable

Administrative Support:

• Monitor and manage Account Manager inboxes
• Respond to internal requests on behalf of Account Managers
• Review and action internal task/ticket requests
• Update internal systems and maintain accurate records
• Perform general administrative tasks as required
• Coordinate courier bookings for deliveries, replacements, or loan items
• Prepare weekly summaries of internal and external requests requiring attention

Sales Support:

• Prepare agreements, proposals, and other sales materials
• Ensure documents are ready for client presentation
• Do not conduct independent client follow-ups

• Microsoft 365 (Outlook, Word, Excel, Teams)
• PSA / service management platforms
• Finance and invoicing tools
• Internal business systems and reporting tools

• Strong written and verbal English communication skills
• Highly organised, detail-oriented, and proactive
• Comfortable working under structured guidelines and templates
• Ability to work Melbourne hours (9:00 AM – 5:00 PM AEST)
• Experience in admin, client support, or virtual assistant roles preferred
• Familiarity with business systems and reporting tools is an advantage (training provided)

• Time management and prioritisation
• Professional client communication
• Ability to manage multiple tasks efficiently
• Strong Microsoft 365 proficiency and adaptability to new tools
• High attention to detail in reporting and documentation