Operations & Logistics Virtual Assistant (Day-Shift)

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: TYPE OF WORK

Full Time

: SALARY

50,000

: HOURS PER WEEK

40

: DATE UPDATED

Apr 1, 2026

JOB OVERVIEW

We are seeking 2 high-caliber Processing & Coordination Virtual Assistants to support a leading Australian mechanical services provider. The company specializes in comprehensive commercial and industrial refrigeration, heating, and air conditioning (HVAC/R) solutions, serving a diverse range of sectors including mining, healthcare, infrastructure, and retail across New South Wales and Queensland.

In this role, you will serve as an essential counterpart to the Australian-based team, managing the technical and administrative "engine room" of the business to ensure seamless operational growth.

Role Overview

As an Operations & Logistics VA, you will be responsible for high-volume back-end administration, data management, and supplier coordination. You will work within a secure virtual desktop environment (Azure/Windows 365) to maintain data sovereignty while ensuring all service and project workflows are executed with meticulous accuracy.

Tasks and Responsibilities

- Simpro Data Management: Manage the primary back-end of Simpro, including daily data entry, job processing, and operational reporting.
- Financial Processing & Xero: Execute data entry for packing slips and supplier invoices; perform consistent bank reconciliations and assist with Accounts Receivable/debt collection.
- Supplier Coordination: Act as a professional point of contact for approximately 12 main suppliers to request quotes, check part availability, and follow up on orders.
- Podium System Oversight: Monitor automation triggers (such as review requests) and manage soft-phone/text-based interactions within the Podium platform.
- SOP & Handbook Development: Assist in creating the company "blueprint" by maintaining a comprehensive Employee Handbook and documenting processes with training links.
- CRM & Task Management: Utilize Zoho for remote task tracking and Microsoft 365 (Teams/Outlook) for internal communication.
- Daily Coordination: Participate in mandatory daily cadence sessions with the Australian team to ensure business assimilation and alignment.

Qualifications:

- Industry Experience: Minimum of 2 years of experience in administrative or VA roles, specifically within trade, construction, or high-volume service industries.
- Software Proficiency: High proficiency in Xero (specifically bank reconciliations) and Microsoft 365. Prior experience with Simpro is highly preferred (or similar systems like ServiceM8, Tradify or Aroflo).
- Communication Skills: Exceptional verbal and written English with a neutral accent suitable for professional daily interactions with Australian stakeholders.
- Technical Aptitude: Proven ability to work efficiently within a secured virtual desktop environment (Azure) and manage digital security tools like NordPass.
- Mindset & Work Ethic: An energetic, proactive "self-starter" who can learn complex systems via training modules rather than requiring constant supervision.
- Attention to Detail: Meticulous accuracy in managing data entry across integrated platforms (Simpro, Xero, Zoho) to ensure error-free reporting.

The Perks
- Comprehensive Leave & Allowances: Includes 10 days Annual Leave, 5 days Personal Leave, 10 Public Holidays, and a Birthday Gift Allowance.
- Remote & Stable Work: 100% remote work setup with a consistent dayshift arrangement in a long-term, stable position.
- Growth & Support: Access to comprehensive training materials, documented processes, and a friendly, no-drama team environment.
- Health & Benefits: Philhealth contributions (P1200 per 6 months) and the opportunity to work with high-profile, prestigious brands.

Application Process

Ready to Join Us?

If you're interested in becoming part of our amazing team, Apply Here:

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SKILL REQUIREMENT

Bookkeeping Administrative Management

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Operations & Logistics Virtual Assistant (Day-Shift)

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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