Amazing Virtual Assistant – Admin, Sales Operations & Finance (with Marketing Admin)

ABOUT THE ROLE
We're looking for a detail loving, super organised Virtual Assistant to become the engine room of a busy, award winning Australian distillery. Your job is to keep the back end running smoothly - processing orders, managing bookings, invoicing customers, chasing payments and keeping our reporting up to date. On top of that, you'll handle the day-to-day marketing admin: scheduling our social posts, sending our email newsletters and setting up campaigns by following simple, step-by-step instructions from the Managing Director. You'll be trained on our systems, templates and processes - and you'll help build them as we grow.

This is a full time role, around 38 hours a week, Monday to Friday, with at least 4 hours of daily overlap during Australian business hours (10:00 AM – 2:00 PM AEST). It's a long term contractor role, and there's room to grow - over time it can expand into events coordination and website & social media management. You don't need a marketing background: for anything creative or technical, we provide the copy, the images and the instructions. We just need someone who follows them accurately and gets the work out the door.

ABOUT US
Bass & Flinders Distillery is an artisanal, grape-to-glass distillery on the Mornington Peninsula, established in 2009. We produce award winning gins, brandies and liqueurs distilled from Victorian wine, and we run a busy Distillery Door, masterclass and events program alongside a growing wholesale and online business. We're a small, hands on team who care about our craft and about doing things properly. We value people who take ownership, pay attention to the details and are always looking for a better way to do things.

WHAT YOU'LL BE DOING
* Managing our shared inboxes daily plus the Shopify, Dromana Habitat and Dark Spirits Victoria inboxes - sorting, replying, clearing spam and flagging anything the MD needs to see.
* Processing and coordinating online, wholesale, export and internal sales orders through Shopify and Vend, and booking couriers and labels in Shippit for our on site team to pack.
* Preparing and issuing wholesale invoices and purchase orders (including for National Accounts) and keeping our order and delivery spreadsheets up to date.
* Administering Distillery Door bookings, masterclasses and experiences across Rezdy, Class Bento, Red Balloon and Residiary - bookings, changes, gift vouchers and attendee emails.
* Managing invoicing, statements and receivables in Xero, and following up overdue invoices to keep our payments on track.
* Keeping our reporting up to date - Paramount stock and sales reports, end-of-month wholesale summaries, excise reporting and stock records.
* Handling the marketing admin: scheduling social content, building and sending EDMs in Brevo from briefed copy, setting up Meta ads from step-by-step instructions, and updating the website from supplied copy and images.
* Doing basic reel and video edits from footage we supply, and keeping our image and content libraries tidy.
* Tracking everything, following our systems, and helping us document and improve them as we go.

MUST HAVE SKILLS & EXPERIENCE
* Proven experience with Xero - invoicing, receivables and reconciliation.
* Proven experience with Shopify or a similar ecommerce platform (order administration).
* Confident with spreadsheets and online tools - accurate data entry, and comfortable building and maintaining reports in Google Sheets.
* 3–5 years' experience in customer service, virtual assistance or admin support.
* Excellent written English - clear, warm and professional.
* Able to work independently across a busy, varied workload and hit deadlines.
* Willing and able to follow marketing briefs and instructions accurately (no marketing background needed).
* Reliable, fast internet connection and a quiet place to work.

NICE TO HAVE (BUT NOT ESSENTIAL)
* Experience scheduling social content (Instagram, TikTok, reels).
* Experience with email marketing tools (Brevo, Mailchimp or similar).
* Basic video/reel editing from supplied footage.
* Meta ads set up following detailed instructions.
* Experience in hospitality, food and beverage, or a distillery/liquor business.
* Familiarity with excise or alcohol compliance reporting.

SOFT SKILLS WE LOVE
* Detail oriented and organised.
* Self motivated and proactive - always looking for a better way.
* Able to follow and build processes and procedures.
* Clear, friendly communicator.
* Curious and eager to learn.
* Asks questions when unsure.

HOURS & PAY
* Full time, around 38 hours/week, Monday to Friday, with at least 4 hours of daily overlap during Australian business hours (10:00 AM – 2:00 PM AEST).
* Salary: [To be discussed – please include your rate in your application] paid in PHP.
* Paid via Wise directly to your bank account.
* Pay schedule: Weekly.

PERKS & BENEFITS
* Paid holidays. Sick leave benefits after 6 months.
* 13th month pay.
* Health insurance and government benefits.
* Training provided on all required tools and systems.
* Long term role with growth opportunities.

HOW TO APPLY
Send us your CV detailing your experience, along with a quick intro about you, your availability and your rate. We want to get our new tea ---------- mber started as soon as possible, but we're looking for someone who's a great fit for both our team and the skills this role needs. One thing that will give you a big boost? Send in a quick video (less than a minute) telling us why you think you'd be awesome in this role - we'd love to get a sense of your personality and who you are. And if you d ---------- not to send a video (totally fine), just tell us why.

You must be able to follow systems and processes - in fact, we'll train you to help build our standard operating procedures. That's a whole new, transferable skill for you! You also need to be someone who pays close attention to detail. So here's our little test: when you apply, make sure to include "MAKE MINE A G&T" in the subject line of your email. Yep, that's our trick to spot the awesome people (that's you) who are genuinely interested in this role - not just applying to every job out there.

HIRING TIMELINE
Applications will be reviewed as they come in. We'll start reaching out for interviews soon, so the earlier you apply, the better!