Virtual Assistant - Administration and Sales

About Us

We are a family-owned design and manufacturing business based in Queensland, Australia. We specialise in custom made timber furniture and bespoke kitchen cabinetry for clients. With a bricks- and-mortar showroom (by appointment only) and a strong digital presence, our brand blends quality craftsmanship with modern functionality. We're now seeking a proactive and detail-oriented Virtual Administration Assistant to join our team remotely and support daily operations as we transition away from an in-store admin/sales role.

Role Overview

As our Virtual Admin Assistant, you’ll become an essential part of our small, fast-moving team supporting customer enquiries, quotes, order processing, scheduling, and delivery coordination. You’ll work closely with our Custom Furniture Manager and workshop team, ensuring that our client experience remains smooth, timely, and professional.
Bonus: Applicants with experience in kitchen or cabinet design (especially using Mozaik software) are strongly encouraged to apply.

Core Responsibilities

Client & Communication Support
• Respond to customer enquiries via phone, email, website forms, and social media
• Manage in-store or on-site bookings (showroom by appointment only)
• Maintain polite, professional, and timely communication with clients from enquiry to
delivery
• Send quotes, follow-ups, care guides, assembly instructions, status updates and any
other relevant documentation/communication

Sales & Order Management
• Prepare and issue quotes (based on internal templates and pricing sheets)
• Convert approved quotes into orders and track using our job management system
• Enter and update client payment information
• Maintain the Special Orders and Quote Tracker spreadsheets

Scheduling & Coordination
• Manage the Custom Furniture Manager’s calendar, including scheduling client meetings (in-store or on-site)
• Book and track site measures for quotes and confirmed orders
• Maintain the broader team calendar, including key install dates, staff reviews and
internal meetings
• Assist in maintaining the production schedule and allocating workshop jobs
• Liaise with suppliers for stock ordering and ETA tracking
• Organise dispatch, delivery, and pickups with couriers or clients
• Coordinate incoming freight and job materials

Admin & Operational Tasks
• Send invoices and log deposits and balances
• Support light bookkeeping (spreadsheet entries, reconciling payments, basic payroll
inputs)
• Create and update internal documents, databases and digital records (such as
toolbox meetings, policies, quotes, receipts and product specs)
• Regularly review and refine administrative procedures to ensure they remain
streamlined, efficient, and up to date with our evolving business needs
• Assist with staff recruitment as necessary
• Ensure insurances, registrations and other compliance documents are up to date and
paid in a timely manner
• Other administration tasks as assigned by manager

Product Support
• Manage inventory, ordering materials and booking equipment
• Respond to product enquires and sales including osmo oils and timber handles
• Assist with warranty issues and organising repairs where necessary
Optional Bonus Skills (Preferred but Not Essential)
• Experience with Mozaik 3D CAD software or other kitchen/cabinetry design tools
• Ability to produce 2D/3D technical drawings and product spec sheets
• Familiarity with custom joinery manufacturing processes

Tools We Use

• Google Workspace (Gmail, Calendar, Sheets)
• Microsoft To Do
• Dropbox / Drive
• Lightspeed POS (for retail)
• Mozaik (3D CAD)
• Hubdoc / Xero (bookkeeping support)
• Social platforms (Instagram, Facebook, Pinterest)
• Wordpress / Woocommerce / site ground
• Mac / iCloud

This Role is Perfect For You If You...

• Have excellent written and verbal English communication
• Excellent custom service skills
• Are highly organised and detail-oriented
• Can manage multiple admin tasks without daily supervision
• Demonstrated problem-solving skills and a proactive approach to issue resolution
• Have experience supporting trades, and the construction industry
• Are proactive, tech-savvy, and love checklists and clear workflows
Position Details
• Permanent work-from-home set-up
• Dayshift (Australian business hours)
• Full-time job – 7am – 3pm Monday to Friday (Brisbane, Australia time)
• Ongoing role with potential to grow
• Annual leave / Christmas break

To Apply
Please email your CV, a short video introduction (2–3 mins), and a few words on why this role excites you and how you would benefit our business.