Virtual Assistant - Electrical Trade Operations (PEP)
This is a remote position.
Work Schedule: Monday to Friday 8:00am to 5:00pm Sydney Time with 1 hour unpaid break.
Job Type: Full-time
- Respond to all client inquiries within 24 hours and deliver quotes within 48 hours of site visits or initial requests
- Maintain proactive communication throughout the entire client cycle from initial contact to follow-up
- Manage email inbox to maintain under 5 unread emails requiring action
- Send invoices within 48 hours of job completion and match supplier invoices to job codes in Fergus within 24 hours of receipt
- Maintain accurate job costing and ensure timely payment processing
- Reconcile accounts receivable and payables in Xero
- Coordinate with suppliers and maintain complete organized job documentation in Fergus
- Schedule jobs efficiently to maximize team utilization and minimize downtime for Anthony and Tavita
- Ensure all compliance records, job notes, and task completions are properly documented
- Conduct back costing analysis on completed projects to identify profitability and areas for improvement
- Maintain and optimize price books in Fergus to ensure accurate and up-to-date pricing
- Create and implement SOPs and guides for all business processes
- Transfer and synchronize data between Xero and Fergus systems
- Process information from field workers via WhatsApp including photos, material lists, and job descriptions
Scopes:
- Full ownership of client communication and quote management processes
- Complete financial operations including invoicing, reconciliation, and job costing
- Comprehensive job scheduling and documentation management for field team
- Systems optimization and process creation across all business functions
- Integration and data management between Fergus and Xero platforms
- Price book maintenance and optimization to streamline quoting processes
- Back costing analysis to improve project profitability and business insights
- Administrative support to reclaim 15-20 hours weekly for the business owner
Requirements
- Strong experience with job management software, preferably Fergus or similar construction/trade platforms
- Proficiency in Xero accounting software and financial reconciliation
- Experience with back costing analysis and project profitability assessment
- Excellent written communication skills for client correspondence
- Strong organizational skills and attention to detail for documentation management
- Ability to work independently and manage multiple priorities simultaneously
- Understanding of electrical trade terminology and processes preferred
- Experience creating standard operating procedures and process documentation
- Familiarity with supplier management and procurement processes
- Ability to work during New Zealand business hours or with overlap for real-time communication
Benefits
Independent Contractor Perks- Permanent work from home
- Immediate hiring
- Steady freelance job
Originally posted on Himalayas
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