Virtual Admin Assistant

This is a remote position.

Role Overview

The Virtual Admin Assistant will provide essential support to a renovation and house upgrade company by managing administrative tasks, organizing workflows, and ensuring the team can focus on high-value, revenue-generating activities. This role requires strong organizational skills, initiative, and the ability to work independently while staying aligned with the company’s laid-back yet hardworking culture.

Success Metrics (KPIs)

• Efficiency:90% of routine admin tasks (emails, scheduling, data entry, invoicing, etc.) completed without the need for owner follow-up.

• Accuracy:Maintain error-free records in Xero, Excel, and CRM/Project Management systems (95%+ accuracy).

• Responsiveness:Emails, messages, and team requests acknowledged within 24 hours.

• Time Savings:Demonstrated reduction of “busy work” for the owner, allowing the team to focus on renovation projects and client relationships.

• Task Flow:No backlog of admin tasks—projects and operations run smoothly with deadlines consistently met.

Experience

• Minimum of2 years experiencein a similar Virtual Assistant or Admin role.

• Background in supporting businesses inconstruction, real estate, or renovationsis a plus.

• Hands-on experience with:

• Excel(formulas, tracking sheets, reporting).

• Xero or similar accounting tools.

• CRM and project management systems(e.g., Trello, Asana, Monday.com, or equivalent).

Key Responsibilities

• Manage and update project management systems to keep tasks organized and on track.

• Handleadministrative support: scheduling, email management, file organization, and client communication assistance.

• Prepare and manageestimates, invoices, and financial recordsin Xero or similar platforms.

• Maintain and updateExcel trackersto monitor progress and highlight bottlenecks.

• Support the team withoverflow tasksduring peak project periods.

• Identify inefficiencies and proposeprocess improvements.

• Provide proactive support by anticipating the owner’s needs and taking work off their plate before it becomes urgent.

Skills and Personal Attributes

• Highly organized and detail-oriented.

• Proactive, self-starter with the ability to identify patterns and anticipate needs.

• Strong written and verbal communication skills.

• Comfortable working in alaid-back but hardworking culture.

• Tech-savvy with the ability to quickly learn new software.

• Able to work independently and manage multiple priorities without constant supervision.

Requirements and Qualifications

• Proven experience as a Virtual Assistant, Admin Assistant, or similar role (minimum 2 years).

• Strong proficiency inExcel(pivot tables, formulas, reporting).

• Experience withXeroor similar accounting software.

• Familiarity withCRM and project management systems.

• Stable internet connection and reliable remote work setup.

• Experience supporting Australian businesses is an advantage.