Job Description
We’re looking for a highly organised and tech-savvy Virtual Assistant to become the Systems Champion for Reliable Roofing & Property Maintenance. This person will work closely with the Director, Operations Manager, and Office Team to extract, document, and optimise our business systems. As these systems evolve, the VA will help integrate them into our platforms — primarily Asana, ServiceM8, and SystemHUB (SYSTEMology framework) — ensuring our growing team operates efficiently and consistently.
The right candidate will think like a project manager, act like a business analyst, and communicate like a coach.
Job Title
-
Customer Engagement & Reservation Assistant
Work Schedule
- Day Shift
Job Qualifications/Requirements
- Proven experience as a Virtual Assistant, Systems Administrator, or Operations Support role.
- Advanced experience in Asana (project setup, templates, rules, automations, reporting).
- Experience with Canva (designing templates, marketing collateral, social posts).
- Strong ability in ChatGPT prompting and using AI tools for document drafting and systemisation.
- Familiarity with ServiceM8 or similar job management systems.
- Excellent written English and ability to summarise complex information clearly.
- Strong initiative — can work autonomously, follow through, and deliver without constant supervision.
- Highly Regarded:
• Prior experience implementing SYSTEMology or similar business systemisation frameworks.
• Background in trade-based or service industries.
• Experience creating SOPs, training documents, and dashboard reports.
• Understanding of KPI tracking, Wink Reports, or similar analytics tools.
Job Responsibilities
- Systems Development & Documentation (Approx. 50%):
● Work directly with Jamie, Ashley, and Nat to extract knowledge and turn it into documented Standard Operating Procedures (SOPs), workflows, and checklists.
● Build and maintain our SystemHUB system library using SYSTEMology principles.
● Translate field knowledge and office workflows into visual processes, flowcharts, and templates.
● Identify inefficiencies, bottlenecks, and missing systems — then propose and implement refinements.
● Manage Asana projects and templates to ensure every part of the business runs to a defined process.
● Audit whether systems are being followed and whether they are achieving the desired outcomes.
● Coach and train team members to document and follow systems correctly.
● Support rollout of new systems across all levels of Reliable Roofing. - Reporting & Quoting Support (Approx. 50%):
● Watch site videos recorded by the team and draft quotes and reports based on the visual and verbal commentary.
● Prepare professional quote summaries, scope of works, and recommendations using our templates.
● Liaise with the office team to finalise pricing and ensure all quotes are accurately entered into ServiceM8 (or similar job management software).
● Assist with compiling and formatting client-ready reports and insurance documentation.
● Help streamline and automate repeat admin tasks through systems and AI tools.
Good luck and God Bless!