Administrative Operations Virtual Assistant (SEVC)

This is a remote position.

Work Schedule: Monday to Friday 8:00am to 5:00pm Sydney Time with 1 hour unpaid break.

• Manage all client communications across email, Podium (SMS platform), and phone to ensure no inquiries fall through cracks
  
• Create and send quotes promptly using ServiceMate, ensuring fast turnaround times to maximize conversion rates
  
• Process invoices and coordinate payment collection through integrated systems
  
• Maintain comprehensive job documentation including hours, materials, compliance documents, and project status updates
  
• Coordinate scheduling and project management across multiple platforms, working toward consolidation into ServiceMate
  
• Follow up on quotes and maintain client relationships throughout extended project timelines (some spanning 5-10 years for staged implementations)
  
• Manage lead flow from Podium and ensure proper client onboarding and status tracking
  
• Support business owner in transitioning all systems from Tradeify to ServiceMate for unified operations
  
• Create and maintain standard operating procedures using screen recording tools and documentation systems
  
• Handle administrative tasks related to apartment building EV infrastructure projects, load management systems, and billing coordination
  

• Full ownership of client communication management across all channels (email, Podium SMS, phone inquiries)
  
• Complete quote creation and follow-up process management using ServiceMate platform
  
• End-to-end invoice processing and payment collection coordination
  
• Comprehensive job documentation and compliance tracking for all active projects
  
• Lead management and client onboarding from initial inquiry through project completion
  
• System consolidation project support, migrating templates and processes from Tradeify to ServiceMate
  
• Administrative support for complex EV charging projects including apartment building staged implementations
  
• SOP creation and documentation for all business processes to support future team scaling
  
• Project status tracking and client updates for jobs spanning multiple months or years
  
• Integration management between ServiceMate, Podium, and other business tools to eliminate manual data transfer
  

Requirements

• Proven experience with CRM/job management software, preferably ServiceMate, Tradeify, or similar construction/trades platforms
  
• Strong communication skills for managing client relationships via email, SMS, and phone
  
• Experience with quote preparation and invoice processing in service-based businesses
  
• Familiarity with project coordination and multi-stage job management
  
• Ability to work with multiple software platforms and help consolidate systems
  
• Understanding of compliance documentation and record-keeping requirements
  
• Experience with lead management and sales follow-up processes
  
• Proficiency with screen recording tools and SOP creation
  
• Strong organizational skills for managing complex, long-term projects
  
• Knowledge of Australian business practices and GST requirements preferred
  

Independent Contractor Perks

• HMO Coverage for eligible locations
  
• Permanent work from home
  
• Immediate hiring
  
• Steady freelance job