Job Description
We are seeking a highly organized and proactive Professional Virtual Assistant to provide on-site administrative and technical support. The ideal candidate will be adept at managing communication and daily tasks efficiently, with a strong commitment to professionalism and a willingness to learn a variety of new tasks. As a fully on-site position, a reliable internet connection and basic IT competency is essential.
Job Title
-
Operations Admin Assistant
Work Schedule
- Day Shift
Job Qualifications/Requirements
- Proficiency in Microsoft Outlook: Expert management of email, calendar, and contacts.
- Basic IT Competency: Demonstrated capability in working with, supporting, and troubleshooting a wide array of common productivity software suites. This includes, but is not limited to, the Microsoft 365 ecosystem (such as Word, Excel, Outlook, and Teams), Google Workspace applications (Docs, Sheets, and Gmail), and other industry-standard tools essential for daily business operations.
- English Fluency & Receptionist Skills: Ability to answer general queries from a wide variety of clients and business contacts, forwarding calls (via the ServiceM8 app) as appropriate to relevant team members.
- Experience with Booking Software: Previous experience using any
professional appointment scheduling or booking platform. - Experience with Hubdoc: Skills in effective document management, tagging, and labeling using Hubdoc (or similar software) in conjunction with the accounting software (Xero).
- IT Issues Resolution: Skills in diagnosing and resolving user issues related to configuration, functionality, and integration of these applications.
- Highly Desirable – ServiceM8 Experience: Proven experience and proficiency with the ServiceM8 field service management platform is a significant advantage.
Job Responsibilities
- Manage email correspondence, scheduling, and calendar organization using Microsoft Outlook.
- Handle job bookings, scheduling, management, and invoicing using ServiceM8.
- Assist with data entry, document preparation, and file management using Microsoft Office and Hubdoc.
- Assist with social media management, promotions, and client relationship management.
- Provide basic IT support and troubleshooting for common technical issues.
- Handle various administrative tasks as required to support business operations.
- Successfully complete relevant training and quickly integrate new skills to take on a broad variety of evolving tasks.
Good luck and God Bless!