Experienced Virtual Assistant for an Australian Facilities Management Company (Pooling)

We are looking for a VIRTUAL ASSISTANT to involve in our daily operation, communicating with our team, and involved in communicating with cleaners and our clients. The predominant responsibility of this role is to take on operational tasks from organizing, communicating and updating our procedure / processes, making sure daily operations and administrative work are conducted on a timely basis, accurate and quick. You will be reporting directly to assist the company’s Director, Finance and Operations personnel.

Supporting daily operation is critical for you to be successful

Qualities required for the role:
– Have prior experience as VA assisting operation position
– Effective communicator – express English well verbally, text, email and video conferencing
– Attention to detail – All details must be carry out accurately with no supervision
– Organized – Structured and follow instructions and procedures
– Problem Solver – take on challenge, find a way and takes ownership
– Honest – being open and live with integrity
– Reliable – Able to gets work done fast, on time and accurate
– Good at following instructions and documenting processes.
– Hunger – strong initiative and desire to grow, personally and professionally
– Experience in creating + managing procedures
– Reliable internet connection and a personal computer/laptop to perform your online work.

Work Arrangement – Commitment we looking for
– Follow Australian hours and holidays
– Available to work between 9am – 5pm Melbourne time
– Responsive and available during working hours
– at least 8 hours work day, 5 days per week

Key responsibility – nature of your work
Operations Coordination
– Process and coordinate jobs schedules, including delivery and inspections.
– Ensure appropriate contractors are assigned in consultation with WCA Director.
– Communicating cleaning jobs information e.g. client’s locations, jobs specifications, hours allocations, delivery arrangements etc, to contractors to ensure effective and efficient cleaning service delivery.
– Record and update all activities as required in relevant documents
– Help in Onboarding / Off boarding Clients & Cleaners, ensures our records are updated
– Ensures cleaners have submitted timesheets and approve them

Assist in Sales process
– Upon receiving client briefs on requirements from Managing Director, on timely manner:
– Draft quotations within 1 business day
– Prepare job scopes based on information provided, update inspection sheets
– Update job scope in Google Drive & Sling newsfeed
– Ensure the new jobs (and any amendments) are updated in Sling and HubSpot

Procedure, Quality & Standards
– Creating and Updating procedures in Sweet Process in accordance with WCA guidelines and standards (video instructions, capture screenshots from photos & videos, and adding arrows and explanations for clarity for the user)
– Ensure mail chimp is maintained and updated to reflect current contacts subscriptions and contractors
– Ensures cleaning inspections for client’s workplace is done monthly, then send monthly inspection reports to cleaners team for performance review.

Continuous Improvement/Team
– Contribute to overall team performance by identifying and implementing agreed opportunities for improvement e.g. quality, process, efficiencies
– Research and investigate concerns regarding systems that we use and communicate with the support team (ex. HubSpot, Sling, JustCall)

Growth Opportunity
– Quarterly progress update & performance review
– Yearly Performance Review
– Potential role to diverse according to your strengths
– Potential new opportunities towards your passion of growth

If you fit this role, pls fill out online application form.
Click to view/careers/client-wellbeing-ambassador/

Only applicants who submitted the form and completed the video responses will be considered. PLEASE COMPLY.
Best of luck!