Virtual Assistant

Key Responsibilities

Administration & Data Entry

• Accurately enter and maintain customer information across multiple systems.
• Process and manage documentation required for government rebate applications and compliance programs.
• Ensure all records are complete, accurate, and submitted within required deadlines.
• Maintain organised digital files and documentation.

Customer Service & Communication

• Handle inbound and outbound customer enquiries via phone, email, WhatsApp, and other communication channels.
• Contact customers and suppliers using an Australian VOIP phone system.
• Provide professional and timely customer support throughout the project lifecycle.
• Follow up outstanding information, approvals, and documentation requirements.

Calendar & Scheduling Management

• Manage the business owner's calendar and appointments.
• Coordinate meetings, consultations, installations, and project schedules.
• Assist with prioritisation and time management across daily activities.

Email Management

• Monitor and manage shared inboxes.
• Organise correspondence and prioritise urgent matters.
• Draft and respond to routine enquiries on behalf of the business.

Project Administration

• Assist with pre-approval documentation and application processing.
• Prepare and manage post-installation paperwork.
• Track project progress and ensure all required documentation is completed and filed correctly.
• Liaise with customers, suppliers, and contractors to gather outstanding information.

Bookkeeping Support

• Perform light bookkeeping tasks using Xero.
• Enter supplier invoices and maintain accurate financial records.
• Support basic finance administration tasks as required.

Content & Social Media Support (Desirable)

• Assist with basic content creation and social media administration.
• Help schedule posts and support simple marketing initiatives when required.

Systems & Software

You will regularly work with:

• Xero
• Pylon
• Bridgeslect
• Dataforce / Runabout
• Google Workspace
• Microsoft Office Suite

Previous experience with these industry-specific platforms is highly desirable but not essential. The ability to learn new systems quickly is critical.

Requirements

We're looking for someone who:

• Has previous experience as a Virtual Assistant, Administrative Assistant, Customer Service Representative, or Operations Support professional.
• Demonstrates exceptional attention to detail and accuracy.
• Is highly organised and capable of managing multiple priorities.
• Is comfortable handling repetitive administrative tasks while maintaining high standards.
• Has strong written and verbal English communication skills.
• Is confident speaking with customers and suppliers over the phone.
• Can work independently and follow established processes.
• Is proactive, reliable, and accountable.

Technical & Operational Requirements

Applicants must have:

• A reliable computer suitable for full-time remote work.
• Quality headset and microphone for customer calls.
• Working camera for meetings.
• Stable high-speed internet connection.
• A quiet and professional work environment.

Important Expectations

• This is a dedicated role requiring full commitment during billed working hours.
• The successful candidate must work exclusively for the business during paid hours and may not perform work for other clients simultaneously.
• Strict confidentiality and data security standards must be followed at all times.
• Client information, documents, customer data, and business materials must not be uploaded, entered, or shared with AI tools unless expressly authorised by management.

What Success Looks Like

• Accurate and timely processing of customer and compliance documentation.
• Well-managed calendars, inboxes, and project schedules.
• Excellent customer communication and follow-up.
• Minimal errors in data entry and rebate-related paperwork.
• Reliable support that allows the business owner to focus on growth and strategic activities.

Application Instructions

To show you have read this description thoroughly, please include the phrase "when working on a solar project attention to details matter" in your application.

Work Arrangement & Expectations:

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)