Business Operations & Marketing Assistant

Job Overview

Our client is looking for a highly organized and proactive administrative professional with a knack for system optimization. Our client is a respected, long-standing family plumbing business seeking a dedicated Operations & Administrative Virtual Assistant to become a cornerstone of their team. This pivotal role will empower the business to streamline operations, enhance client engagement, and ensure administrative functions run seamlessly, freeing up the core team to focus on what they do best.

Client Overview

This established, family-owned plumbing company has proudly served inner eastern Melbourne for 35 years, specializing in high-quality home maintenance services. They are deeply committed to fostering a positive team culture and ensuring staff loyalty, which is central to their long-term success. The company provides comprehensive plumbing services, with a strong focus on home maintenance for affluent clients, and is known for their reliable service and commitment to client satisfaction.

Schedule

• Monday - Friday, 8:00 AM - 5:00 PM AEST, with 1 hour unpaid break (40 work hours per week)

Responsibilities

• Systematically clean, update, and optimize the 10,000-client database within Simpro, ensuring data accuracy and consistency.
• Set up all incoming work orders as new leads in Simpro and prepare job orders and card files for office staff scheduling.
• Filter and triage the owner's email inbox, prioritize urgent communications, and draft responses to routine client and real estate agent inquiries.
• Develop and schedule social media content posts (3 times weekly) and manage targeted bulk messaging campaigns using Podium.
• Process client invoices, generate statements, assist with basic payment reconciliation, and enter supplier bills into MYOB.
• Generate and review basic business intelligence reports from Simpro to provide actionable insights.
• Document existing administrative workflows and create comprehensive Standard Operating Procedures (SOPs) for recurring tasks.
• Organize and archive digital assets (job photos, project documents) in Dropbox and assist with general system maintenance.
• Follow up on outstanding quotes and proposals within Simpro via email/Podium.
• Provide general administrative and ad-hoc personal assistant support to the owner.

Requirements

• Proven experience in an administrative or operations support role, preferably within a trade-based or service industry.
• Advanced proficiency with Simpro (Job / Field Service Management) is essential.
• Proficient in MYOB, Podium, Microsoft 365 (especially Outlook), and Dropbox.
• Exceptional organizational skills with a meticulous attention to detail for data management and cleanup.
• Strong written and verbal communication skills, with the ability to draft professional correspondence.
• Experience with social media content scheduling and basic marketing campaign execution.
• Ability to work autonomously, prioritize tasks effectively, and manage multiple projects simultaneously.
• A proactive and problem-solving mindset, eager to streamline processes and improve efficiency.
• Understanding of the importance of confidentiality and data security.

Role Scope

This is a highly impactful and critical role designed to significantly alleviate administrative burdens, streamline core business operations, and enable future growth. The successful candidate will be instrumental in optimizing data management and establishing robust documentation, directly contributing to the company's 12-month goals of increased quoting capacity and team expansion.

Additional Expectations

• A dedicated and hardworking individual with a strong sense of commitment to team success.
• Proactive approach to problem-solving and identifying opportunities for process improvement.
• High level of integrity and discretion when handling sensitive company and client information.
• A desire to be a long-term, valued member of a supportive team culture.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

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