General Virtual Assistant; GVA

General Virtual Assistant (GVA)

Full‑time, based in AEST (Australian Eastern Standard Time).

We are seeking a highly organized and proactive General Virtual Assistant (GVA) to support daily business operations, client communications, subcontractor coordination, and administrative tasks. This role requires excellent communication skills, attention to detail, and the ability to manage multiple priorities across email, phone, CRM systems, and project management tools. The GVA will play a critical role in ensuring smooth workflows, timely client responses, accurate scheduling, and effective reporting, while also contributing to marketing and business development initiatives.

• Check, sort, and manage incoming emails.
• Create and update contacts in Trello and Xero.
• Identify and prioritize issues, confirm receipt, and ensure timely resolution.
• Prepare a daily action list in order of importance/priority.

• Answer and manage 1300 phone line queries.
• Make outbound calls to clients as required.
• Send and manage Whats App messages to subcontractors and internal team members.

• Add new enquiries into CRM (future system, e.g., Crmble).
• Manage incoming quote requests and create Trello cards.
• Allocate quote requests to subcontractors and schedule site visits.
• Enter quote request locations into maps and coordinate visits.
• Follow up with subcontractors for required information.
• Check material prices and draft quotes for approval.
• Transcribe audio notes from the client regarding jobs and quotes (future process).
• Track and follow up on quotes, ensuring timely responses.
• Convert approved quotes into work orders and update subcontractor job sheets.

• Create job cards and client folders.
• Allocate and manage job schedules (recurring and one-off).
• Communicate with subcontractors and clients regarding dates, access, and entry codes, maintaining accurate records.

• Manage subcontractor scheduling and issue weekly schedules.
• Confirm completion of scheduled work.
• Review subcontractor invoices for payment.
• Ensure subcontractor insurance documents are current.

• Send recurring job invoices (created automatically in Xero but require manual sending).
• Prepare one‑off invoices for approval.
• Follow up on late payments.
• Handle invoice queries from clients.

• Create and schedule regular posts on Facebook and Linked In.
• Ensure website functionality and test forms weekly.
• Monitor and manage Google Reviews.

• Maintain and update client database.
• Create visit schedules for client to meet Strata Managers.
• Research strategic alliances and identify new strata manager businesses.
• Track body corporate manager movements (employment changes).

• Collate data on incoming leads, conversions, timing, and reasons for quote refusals.
• Track and report job cancellations.
• Prepare reports on job types and overall business activity.

• Strong organizational and time‑management skills.
• Excellent written and verbal communication abilities.
• Proficiency in Trello, Xero, CRM tools, and Microsoft Office Suite.
• Ability to multitask and prioritize effectively.
• Experience in client communication and subcontractor coordination.
• Familiarity with social media platforms and basic marketing practices.
• Detail‑oriented with strong problem‑solving skills.