General Admin Assistant

This is a remote position.

Role Overview:

The Admin Assistant will play a key role in supporting the business with administrative, bookkeeping, and customer relationship management tasks. This role demands technical savviness, a proactive attitude, and the ability to maintain high-quality standards with quick turnarounds. The ideal candidate will thrive in a fast-paced, collaborative, and personable work environment while contributing to the company’s efficiency and growth.

Success Metrics (KPIs):

• Xero Maintenance: Ensure 100% accuracy and up-to-date records in Xero at all times.

• Invoice Processing: Timely creation and finalization of invoices with zero errors.

• Payment Management: Ensure all payments are logged, matched, and reconciled daily.

• Job Finalization: Close and document all jobs within the required timeframe.

• SOP Development: Deliver well-written and detailed SOPs for processes, ensuring consistency and clarity.

• Customer Service: Maintain excellent communication and debriefing on job statuses via calls.

Experience:

• Hands-on experience with CRM systems.

• Proficiency in Xero for bookkeeping, invoicing, and payment reconciliation.

• Experience in writing and maintaining Standard Operating Procedures (SOPs).

• Familiarity with tools like Ascora and Hubdoc (preferred but not mandatory).

Key Responsibilities:

Bookkeeping & Financial Management:

• Maintain and update Xero with accuracy.

• Match jobs from Ascora to Xero.

• Apply payments to jobs and track unpaid jobs.

• Manage receipts using Hubdoc.

Administrative Support:

• Produce and update contact cards for completed jobs.

• Ensure all jobs are thoroughly checked before invoicing.

• Finalize and close completed jobs efficiently.

Documentation & Process Improvement:

• Write and update Standard Operating Procedures (SOPs) for workflows.

• Maintain organized records and documents for easy accessibility.

Communication & Coordination:

• Conduct debriefing calls to review job progress and resolutions.

• Provide PA duties as required, supporting the boss with scheduling and task management.

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Skills and Personal Attributes:

• Technical Capability:Strong tech-savviness with the ability to adapt to new tools and systems quickly.

• Communication:Advanced English grammar skills with excellent written and verbal communication.

• Collaboration:Team player who enjoys working in a friendly and fast-paced environment.

• Reliability:Demonstrates dependability and follows through on commitments consistently.

• Proactiveness:Ambitious and driven, with the ability to take initiative and anticipate needs.

• Attention to Detail:Thorough and meticulous in reviewing jobs, invoices, and records.

Requirements and Qualifications:

• Proven experience with CRM systems and Xero.

• Strong bookkeeping skills with an understanding of financial processes.

• Experience in creating and managing SOPs.

• Ability to learn and retain new information quickly.

• Flexible and adaptable to changing priorities and fast-paced environments.

• High level of reliability, trustworthiness, and professionalism.