Job Description
The General Virtual Assistant – Admin & Operations Support will provide administrative, accounting, and operational support across a small group of integrated New Zealand businesses managed by NZ Global Ventures Ltd. The goal is to reduce the day-to-day administrative burden currently handled by senior management and allow the leadership team to focus on growth, sales, and client management.
Job Title
-
Admin & Operations Support
Work Schedule
- Day Shift
Job Qualifications/Requirements
- Excellent English communication (verbal & written).
- High proficiency in Xero Accounting.
- Strong Excel skills (formulas, pivot tables, data organisation).
- Competent with Microsoft Office (Word, Outlook) and shared drive systems (OneDrive or Dropbox).
- Understanding of NZ business accounting processes (e.g., GST, intercompany transactions, 20th month payment cycle).
- Detail-oriented and able to manage tasks across multiple companies.
- Experience with import/export documentation preferred (but training provided).
- Highly organised, proactive, and comfortable working independently.
Job Responsibilities
- Accounts Support (Xero & General Bookkeeping):
● Enter purchase invoices into Xero for NZGV, GHC, Honey Solutions, and Kiwi Drums.
● Match bills to supplier statements monthly.
● Prepare payment schedules for approval and coordinate with Thankyou Payroll service.
● Assist with Accounts Receivable – raise invoices, check remittances, follow up overdue accounts.
● Maintain intercompany billing records between entities. - Sales Order Processing & Customer Service:
● Receive sales orders by email and ensure all required information is on the Sales Order Checklist.
● Enter confirmed orders into spreadsheets or Xero, liaise with factory or warehouse to confirm stock availability, and update dispatch status.
● Generate packing lists, export documentation, and courier/freight booking forms as required.
● Update customers on order and shipment progress. - Procurement & Inventory Support:
● Record incoming shipments of jars, lids, cartons, and labels.
● Maintain inventory spreadsheets and reconcile with physical stock counts from factory staff.
● Assist with purchase order preparation and shipment tracking from India suppliers.
● Update landed-cost and stock databases. - General Administrative Support:
● Maintain shared folders in OneDrive / Dropbox for all documentation (invoices, export docs, QA reports).
● File incoming emails and correspondence into appropriate folders.
● Schedule meetings and prepare summary notes when required.
● Support Anita (factory QA and inventory) by maintaining registers and updating compliance records.
● Prepare monthly summary reports (purchases, sales orders, freight costs, etc.). - Data and Reporting:
● Compile and format spreadsheets for management (cost comparisons, supplier tracking, production data).
● Support preparation of export declarations, COOs, and MPI documentation using templates.
● Assist in maintaining KPI dashboards for sales and operations.
Good luck and God Bless!