Virtual Admin Assistant

Job Description This is a remote position. Role Overview The Virtual Admin Assistant will provide essential support to a renovation and house upgrade company by managing administrative tasks, organizing workflows, and ensuring the team can focus on high-value, revenue-generating activities. This role requires strong organizational skills, initiative, and the ability to work independently while staying aligned with the company’s laid-back yet hardworking culture. Success Metrics (KPIs) Efficiency: 90% of routine admin tasks (emails, scheduling, data entry, invoicing, etc.) completed without the need for owner follow-up. Accuracy: Maintain error-free records in Xero, Excel, and CRM/Project Management systems (95%+ accuracy). Responsiveness: Emails, messages, and team requests acknowledged within 24 hours. Time Savings: Demonstrated reduction of “busy work” for the owner, allowing the team to focus on renovation projects and client relationships. Task Flow: No backlog of admin tasks—projects and operations run smoothly with deadlines consistently met. Experience Minimum of 2 years experience in a similar Virtual Assistant or Admin role. Background in supporting businesses in construction, real estate, or renovations is a plus. Hands-on experience with: Excel (formulas, tracking sheets, reporting). Xero or similar accounting tools . CRM and project management systems (e.g., Trello, Asana, Monday.com, or equivalent). Key Responsibilities Manage and update project management systems to keep tasks organized and on track. Handle administrative support : scheduling, email management, file organization, and client communication assistance. Prepare and manage estimates, invoices, and financial records in Xero or similar platforms. Maintain and update Excel trackers to monitor progress and highlight bottlenecks. Support the team with overflow tasks during peak project periods. Identify inefficiencies and propose process improvements . Provide proactive support by anticipating the owner’s needs and taking work off their plate before it becomes urgent. Skills and Personal Attributes Highly organized and detail-oriented. Proactive, self-starter with the ability to identify patterns and anticipate needs. Strong written and verbal communication skills. Comfortable working in a laid-back but hardworking culture . Tech-savvy with the ability to quickly learn new software. Able to work independently and manage multiple priorities without constant supervision. Requirements and Qualifications Proven experience as a Virtual Assistant, Admin Assistant, or similar role (minimum 2 years). Strong proficiency in Excel (pivot tables, formulas, reporting). Experience with Xero or similar accounting software. Familiarity with CRM and project management systems . Stable internet connection and reliable remote work setup. Experience supporting Australian businesses is an advantage.