Operations & Administration VA | Electrical Trades, SOP Building

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TYPE OF WORK

Part Time

SALARY

25000

HOURS PER WEEK

20

DATE UPDATED

Oct 23, 2026

JOB OVERVIEW

Application form: ----------

Role Overview

Candidates with strong, verifiable operations or EA experience, ideally from a trades or construction business, and demonstrable SOP-building skills will be prioritised for this role.

An electrical business needs a self-directed, operations-first VA to take ownership of business administration, job management and SOP documentation. The role is operations and administration-led, not marketing-led — social media and website work remain part of the role, but at a scheduling and execution level, with content strategy handled by an external specialist. This is a strong, self-directed operator role: both directors want someone who takes a task, owns it completely, and delivers without needing to be followed up — someone who pushes back, asks good questions, and suggests a better way when they see one.

The role starts at 20 hours per week (4 hours per day, Monday to Friday), with the expectation this grows to full-time reasonably quickly as more tasks are handed over. A broader goal is a fully documented, less founder-dependent business that could run — or be sold — without day-to-day founder involvement by the end of 2027.

What You’ll Own

Operations, Administration & SOP-Building (Primary Focus)

General business administration support: assisting with quotes, invoicing for jobs, and timesheet administration in preparation for payroll
Contribute to building a fully documented, less founder-dependent business
Build out SOPs directly in Asana as processes are established, breaking each task down with the responsible person, day, and expected duration

Job Management (Katipolt)

Manage the back end of the job management platform: job cards, materials uploads, scheduling support, and related workflow
Draft invoices on job completion for maintenance and smaller jobs
Support quoting in the platform
Assist with materials coordination, including checking supplier deliveries and confirming gear is ready for upcoming jobs

Process Documentation

Document new workflows and processes as they’re refined and established — building the SOP library directly off live processes
Store and link all SOPs in Asana, accessible via the mobile app so field-based staff can reference them
Set a quarterly SOP review cadence to keep documentation accurate as the business evolves


Email & Customer Communication

Monitor the inbox for customer replies to the business’s automated follow-up sequence, respond where appropriate, and close the loop in the system
Support customer communication throughout the job lifecycle, from initial enquiry through to job completion and follow-up
Manage customer comms within the job platform where possible

Social Media & Website (Scheduling-Level, Not Strategist-Level)

Receive approved content and manage scheduling and light repurposing (e.g. turning a video into a carousel or still-image post) across Instagram, Facebook and ---------- using Meta Business Suite
Update and maintain the WordPress website with minor copy and photo changes as directed — no major redesign or SEO landing-page work required

Business Development & Lead Pipeline

Build and manage a lead pipeline in Asana, moving prospects through stages from initial enquiry to converted client
Manage and improve the quote follow-up process, ensuring no opportunities go cold without contact
Develop and document customer journey touchpoints: enquiry, quote, job commencement, completion, and follow-up/review request
Support outreach and marketing materials as directed

Task & Communication Management

Send a morning WhatsApp message each day with planned priorities
Send an end-of-day email report covering tasks completed, work in progress, and items requiring attention or approval
Manage the Asana task board across daily, weekly and monthly cadences
Record training calls and use the recordings, plus AI tools, to generate SOP drafts
Participate in regular video calls, including impromptu calls while a director is on the road

What We’re Looking For

Experience

Strong general business administration or EA background, with trades or construction industry exposure strongly preferred
Experience with business process documentation or SOP creation, ideally including breaking tasks into responsibility, cadence and time-per-task
Experience with job management, CRM or trades platforms (Simpro, ServiceM8, Tradify or WunderBuild experience is highly transferable)
Experience drafting invoices, supporting quoting processes, or managing job administration in a service business

Technical Proficiency (Core, Non-Negotiable)

Asana: experience or strong ability to set up and manage task boards, project pipelines and linked SOPs
Microsoft 365/Teams: comfortable with Outlook email, Teams video and associated tools
Confident, fast learner on job management or trades platforms
AI tools (Claude, ChatGPT): genuine, proactive curiosity, not just baseline familiarity — actively pushes their own use of these tools rather than waiting to be shown
Strong written English for professional, client-facing communications

Technical Proficiency (Nice-to-Have)

Instagram and Facebook scheduling and ---------- via Meta Business Suite
LinkedIn page-building experience from a low base
WordPress: minor content and photo updates; SEO/landing-page skills are a bonus
Xero experience is valuable but not mandatory for day one

Communication & Independence

Proactive, not passive — raises questions, confirms understanding, and flags issues before they become problems
Earns trust quickly with busy, selective directors
Confident enough to suggest a better way and push back constructively
Comfortable on frequent video calls, including impromptu check-ins

Organisational Skills

Manages multiple concurrent workstreams (admin, job platform, email follow-up, SOP creation, light social scheduling) without dropping the ball
Strong self-directed time management within a 4-hour daily shift
Captures tasks, ideas and follow-up items in Asana unprompted

Non-Negotiables

Demonstrable, verifiable experience — real work samples and portfolio evidence are required, not just a strong interview
Consistent performance under sustained, low-supervision conditions, week after week — not just in the first few weeks
Process-minded: sees a repeatable task and thinks about how to document it, who owns it, and how long it should take
Comfortable with ambiguity — many processes are still being built in real time, and the VA helps create them, not just follow them
Treats every output — a caption, a quote, a drafted invoice — as representing an established, 19-year business
Fast learner on new platforms, particularly the job management system and Asana

Working Arrangements

Starts at 20 hours per week (4 hours per day, Monday to Friday), with a realistic path to full-time as more tasks are handed over
Regular video calls, including impromptu check-ins while a director is on the road

Why This Role

Genuine ownership of operations and SOP-building in a business actively working to become less founder-dependent
Real trust extended quickly to someone who proves they can be handed something and not need chasing
A business actively building AI into how it works, with room to bring your own ideas and curiosity
Growth-oriented environment with a clear path to more responsibility as the role and the business evolve

How to Apply

To be considered, please complete this form and include a short video introduction, along with verifiable work samples or portfolio evidence. It helps us shortlist quickly:

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