Virtual Assistant / Operations Assistant
This a Full Remote job, the offer is available from: Philippines
Overview of the Company
Established in 1991, this multi-generational, family-owned business is based in Sydney, Australia, and specialises in designing and creating bespoke, high-quality outdoor furniture and accessories. The company sources premium materials from around the world to offer a diverse range of products, including tables, chairs, water features, urns, planters, pedestals, wall art, and mirrors.
With a strong focus on innovation, they utilise Glass Reinforced Concrete (GRC) to craft durable yet elegant furniture, combining the strength of concrete with the lightweight properties of glass fibres. Their commitment to exceptional customer service ensures that clients receive expert guidance in selecting the perfect pieces to enhance their outdoor spaces.
With over 33 years of combined experience, they navigate the complex finance landscape to find the most suitable financial products for their clients. Their goal is to build long-term relationships based on trust and to support their clients' growth and success.
Job Summary:
We are seeking a highly organised and detail-oriented Virtual Assistant / Operations Assistant to support our business operations. The ideal candidate will have experience in administrative support, lead management, procurement, reconciliation, and CRM automation.They must be tech-savvy, proactive, and comfortable working with various software tools to improve business efficiency.
Key Responsibilities: Administrative Support:- Email management (sorting, prioritising, responding to emails)
- Calendar management and scheduling
- Document handling and organisation
- Entering and managing data for finance and operations
- Processing tax invoices and requests
- Verifying and inputting legal names, addresses, equipment details, and amounts
- Managing and responding to incoming leads promptly
- Sending out lead response emails and follow-ups
- Ensuring all lead-related communication is tracked and managed
- Sending and managing purchase orders
- Cross-checking purchase orders with sales orders
- Following up on supplier invoices and order deliveries
- Weekly reconciliation of invoices across Xero, Lightspeed (POS), and Unleashed (Inventory Management)
- Ensuring financial records match across platforms
- Identifying and addressing discrepancies
- Working with CRMs and automation tools (e.g., Zoho)
- Managing workflow automation to streamline administrative tasks
- Ensuring tasks follow structured, repeatable processes
- Managing lead-related and customer enquiries
- Sending automated and scheduled communications (e.g., birthday emails, holiday updates)
- Supporting transition and integration of Zoho CRM
- Maintaining structured workflows for business processes
- Managing CRM-related tasks such as data entry and follow-ups
- Uploading product images and descriptions to Shopify
- Managing product updates and SEO-related changes
- Ensuring product listings are optimised
- Strong attention to detail and accuracy
- Ability to manage and prioritise multiple tasks
- Excellent organisational and time management skills
- High level of initiative and problem-solving ability
- Strong written and verbal communication skills
- Ability to work independently and take ownership of tasks
- Experience with CRM systems (Zoho, HubSpot, Salesforce, etc.) preferred
- Proficiency in Xero, Lightspeed (POS), Unleashed (Inventory Management), and Shopify is a plus
- Experience with project management tools like Asana, Trello, or Monday.com
This offer from "The Outline" has been enriched by Jobgether.com and got a 72% flex score.