Job Overview

Our client, an Australian commercial cleaning business, is seeking an experienced Operations Virtual Assistant to support daily operations, workforce administration, recruitment coordination, and systems management.

The successful candidate will be organised, detail-oriented, and proactive in communicating updates, following up on outstanding tasks, and escalating issues. Strong proficiency in Microsoft 365, HubSpot, and Asana is essential. Experience supporting a service-based business is highly desirable.

Training will be provided on company systems and procedures, with responsibilities introduced progressively during the initial onboarding period.

Schedule: Monday - Friday,  Flexible within Australian Central Daylight Time 

Responsibilities:

Operations, Scheduling, and Payroll Support

• Maintain accurate schedules, site details, staff contacts, and client records in freshOps and associated systems.
• Review daily shift completion, attendance records, clock-in reports, and supporting photographs.
• Follow up on missed clock-ins, incomplete shifts, and scheduling discrepancies, documenting the reasons for any changes.
• Verify shift records against the master schedule and prepare them for payroll processing in accordance with established procedures.
• Flag additional shifts, allowance changes, and other exceptions to the Director and accounts team before payroll close.
• Assist staff with routine freshOps issues and escalate unresolved concerns.

Task and Workflow Management

• Manage recurring operational checklists and workflows in Asana.
• Coordinate employee onboarding, offboarding, and fortnightly payroll preparation.
• Create projects from approved templates, assign tasks, and follow up on outstanding actions.
• Update checklists and procedures when processes change.

Recruitment and Employee Administration

• Post approved job advertisements and coordinate applicants through the established recruitment process.
• Monitor the recruitment inbox, maintain applicant records in HubSpot, and organise resumes and supporting documents.
• Send approved communications for questionnaires, interviews, trial shifts, offers, and unsuccessful applications.
• Collect and securely file required employment documents.
• Enrol new employees in training modules and monitor completion against deadlines.
• Coordinate offboarding tasks, including equipment returns, access removal, and record archiving.
• Refer hiring decisions to the Director.

Document and Systems Administration

• Organise and maintain documents, forms, templates, and procedures in SharePoint.
• Create and update site briefs, client checklists, and standard operating procedures.
• Maintain renewal and expiry trackers for relevant staff and operational requirements.
• Keep HubSpot contacts, email templates, workflows, and automations accurate and current.

Communication and Reporting

• Communicate professionally with staff and applicants using approved templates and processes.
• Log client requests and complaints and escalate them to the Director.
• Provide a weekly summary of completed work, outstanding items, and matters requiring a decision.
• Handle confidential employee and client information with discretion.

Requirements

• At least two years of virtual assistance, administration, or operations support experience.
• Strong practical proficiency in Microsoft 365, including SharePoint; HubSpot; and Asana.
• Experience supporting a cleaning, facilities, field services, or similar service-based business (preferred).
• Experience supporting an Australian business (preferred).
• Familiarity with freshOps or comparable platforms such as ServiceM8, simPRO, or Deputy (preferred).
• Experience with workforce scheduling, payroll administration, recruitment coordination, or employee onboarding (preferred).

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.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.