Job Overview

Our client is looking for a strategic thinker and problem-solver who values efficiency and accountability. This role is designed for a proactive professional to support executive leadership by managing complex communications, optimizing business workflows within Simpro, and developing robust operational systems. The successful candidate will focus on continuous improvement and business systems development to drive scalability.

Schedule

• Monday to Friday, 8:00 AM - 5:00 AM/PM Sydney, AU (40 work hours per week)

Responsibilities

• Manage and triage incoming emails for key executives, prioritizing urgent communications and drafting responses.
• Proactively manage and optimize executive calendars, scheduling meetings and appointments to align with strategic priorities.
• Ensure effective and timely communication with clients, team members, and suppliers, handling follow-ups and information dissemination.
• Act as a central point for internal communication follow-ups, ensuring tasks assigned in meetings are actioned by relevant team members.
• Provide direct support for the development and implementation of new systems within Simpro, assisting with setup and workflow optimization.
• Monitor and manage the Simpro workflow from lead generation through to invoicing, identifying and flagging bottlenecks or overdue actions.
• Generate and develop internal reports from Simpro and other systems to provide insights into workflow health, project progress, and commercial reviews.
• Assist with basic document development as part of ongoing systems improvements and compliance initiatives (e.g., SharePoint support).
• Coordinate and track actions and follow-ups from key meetings for executives, ensuring accountability and progress on strategic initiatives.
• Develop and maintain spreadsheets for various business functions, ensuring data accuracy and providing organized information for decision-making.
• Support project managers with coordination tasks and information gathering as directed by executives.
• Assist in the preparation of materials for strategic planning, business development, and commercial growth initiatives.
• Document existing operational workflows and administrative tasks currently managed by executives.
• Create comprehensive Standard Operating Procedures (SOPs) for all recurring VA-managed tasks and key business processes.
• Develop a searchable knowledge base for critical operational details, system usage, and best practices within the organization.

Requirements

• Proven experience in executive support, administrative management, or operations coordination.
• High level of proficiency with business systems, particularly CRM/job management software (Simpro experience highly advantageous).
• Strong background in Accounting/Bookkeeping (preferably someone with a degree/certification)
• Advanced skills in Microsoft 365 applications (Outlook, Word, Excel, Planner, Project) and communication tools (Teams, WhatsApp).
• Experience in generating reports and analyzing data for business insights.
• Excellent written and verbal communication skills, with a focus on professional and proactive engagement.
• Demonstrated ability to identify workflow bottlenecks and propose solutions.

Additional Expectations

• Focused on continuous improvement and business systems development.
• Proactive in identifying opportunities for process optimization and scalability.
• Committed to professional learning, particularly in areas like ISO certification, compliance, leadership, and organizational development.
• Ability to manage a high volume of communications while maintaining focus on critical tasks.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.