General Virtual Assistant (GVA)

Key Responsibilities

• General Administration
• 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.
• Phone & Messaging
• Answer and manage 1300 phone line queries.
• Make outbound calls to clients as required.
• Send and manage WhatsApp messages to subcontractors and internal team members.
• Quotes Management
• 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.
• Jobs Coordination
• 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.
• Subcontractor Management
• Manage subcontractor scheduling and issue weekly schedules.
• Confirm completion of scheduled work.
• Review subcontractor invoices for payment.
• Ensure subcontractor insurance documents are current.
• Invoicing
• 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.
• Marketing & Online Presence
• Create and schedule regular posts on Facebook and LinkedIn.
• Ensure website functionality and test forms weekly.
• 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).
• Monitor and manage Google Reviews.
• Business Development
• Track body corporate manager movements (employment changes).
• Reporting
• 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.

Qualifications and Skills

• 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.