Virtual Administrative Assistant for Electrical Contracting Business

This is a remote position.

Job Title: Virtual Administrative Assistant for Electrical Contracting Business

Work Schedule: Monday to Friday 9:00am to 6:00pm Sydney Time with 1 hour unpaid break.

Job Type: Full-time

Responsibilities:

• Manage purchase order processing and data entry into SimPro job management software
  
• Handle customer inquiries through email and phone, maintaining professional communication
  
• Schedule and coordinate jobs, particularly for high-volume builder clients
  
• Process and generate progress invoices, ensuring accurate job costing and profitability tracking
  
• Manage compliance documentation, including ESV certificates and power connection applications
  
• Create and update Standard Operating Procedures (SOPs) for all administrative tasks
  
• Assist in optimizing SimPro usage and implementing automation processes
  
• Support the estimating and quoting process by preparing preliminary data
  
• Coordinate with suppliers for material orders and inventory management
  
• Conduct daily job audits to ensure all required information is properly documented
  

Requirements

• Advanced proficiency in SimPro job management software or demonstrated ability to quickly learn new systems
  
• Strong attention to detail and data entry skills
  
• Experience with financial processes, including invoicing and job costing
  
• Excellent written and verbal communication skills
  
• Familiarity with compliance documentation in the electrical or construction industry
  
• Proficiency in Microsoft Office suite, particularly Excel for data analysis
  
• Ability to work independently and take initiative in identifying and solving problems
  
• Adaptability to learn new technologies and processes quickly
  
• Strong organizational skills and ability to manage multiple priorities
  

Scopes:

• Full management of administrative processes, from purchase order entry to invoice generation
  
• Oversight of compliance documentation and certification processes
  
• Authority to implement and improve operational workflows
  
• Collaboration with team members to optimize job scheduling and resource allocation
  
• Support for both construction projects and service/maintenance work
  
• Contribution to process improvement initiatives and SOP creation
  
• Assistance in financial reporting and profitability analysis