Virtual Assistant - Operations Assistant

March 4

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Outsourced Staff

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Outsourced Staff is a company that specializes in providing high-caliber remote teams for various roles including software development, IT support, digital marketing, and customer service. With over 25 years of experience, they focus on matching businesses with exceptional talent to aid in their growth, ensuring candidates are thoroughly screened for skills and cultural fit. The company offers a wide range of outsourced solutions, including virtual assistance, software development, and customer support, promoting efficiency and productivity for their clients.

IT • Software development • Architectural • Engineering • Proctoring

51 - 200 employees

🤝 B2B

☁️ SaaS

👥 HR Tech

📋 Description

• Overview of the Company: A boutique business finance broker based in Alexandria, NSW, Australia, specialising in helping businesses grow through tailored finance solutions. • Job Summary: We are seeking a highly organised and detail-oriented Virtual Assistant / Operations Assistant to support our business operations. The ideal candidate will have experience in administrative support, lead management, procurement, reconciliation, and CRM automation. They must be tech-savvy, proactive, and comfortable working with various software tools to improve business efficiency. • Key Responsibilities: Administrative Support: Email management, calendar management and scheduling, document handling. • Data Entry & Processing: Entering and managing data, processing tax invoices, verifying inputted information. • Lead & Sales Support: Managing leads, follow-ups, and ensuring lead communication is tracked. • Procurement & Order Management: Sending purchase orders, cross-checking, and following up on invoices. • Reconciliation & Financial Coordination: Weekly reconciliation across platforms and addressing discrepancies. • Process & Workflow Automation: Managing workflow automation and ensuring structured processes. • Customer & Internal Communications: Managing enquiries and sending automated communications. • System & CRM Management: Supporting CRM transitions, maintaining workflows, and managing related tasks. • Website & Product Management: Uploading product information and managing updates and SEO changes.

🎯 Requirements

• Strong attention to detail and accuracy • Ability to manage and prioritise multiple tasks • Excellent organisational and time management skills • High level of initiative and problem-solving ability • Strong written and verbal communication skills • Ability to work independently and take ownership of tasks • Experience with CRM systems (Zoho, HubSpot, Salesforce, etc.) preferred • Proficiency in Xero, Lightspeed (POS), Unleashed (Inventory Management), and Shopify is a plus • Experience with project management tools like Asana, Trello, or Monday.com