Virtual Assistant Proposal – BlueFlame Plumbing & Heating

BlueFlame Plumbing & Heating is a London-based plumbing and heating business specialising in high-margin boiler installations, servicing, commercial gas, and emergency plumbing. We’re building a premium, systemised business with a focus on high-quality customer experience and repeatable marketing systems.
We’re looking for a Virtual Assistant (VA) to help streamline admin, improve efficiency, and support marketing. The role requires attention to detail, proactivity, and willingness to learn systems quickly.

Core Responsibilities
1. Bookkeeping & Finance (Dext + Xero)
Upload and categorise receipts/invoices using Dext
Reconcile transactions in Xero
Track job costs against budgets (using back-costing spreadsheets provided)
Maintain accuracy of VAT and tax categorisation (training/resources provided)
Flag missing invoices or mismatched supplier charges

2. Admin & Operations (ServiceM8 + Email)
Monitor ServiceM8 inbox and ensure all invoices/quotes are attached to the correct jobs
Check daily jobs are scheduled correctly
Respond to routine customer emails with professional, branded templates
Manage follow-up reminders (quotes, overdue invoices, reviews)

3. Invoices & Quotes
Prepare invoices in Xero/ServiceM8 for review before sending
Draft “Quick Quotes” (based on Ben’s provided templates) for common jobs such as servicing, installations, and commercial work
Assist in building proposals/quote packs (PDFs, customer journey documents)

4. Marketing Support
Google Business Profile (GBP):
Post updates weekly (photos, job stories, promotions)
Respond to reviews with keyword-rich replies
Social Media:
Create and schedule simple posts on Facebook/Instagram (photos, captions provided or sourced)
Engage with local community groups where relevant (e.g. Brixton/Clapham homeowner groups)
Content support:
Help draft blogs/FAQs for the website (plumbing, heating, boilers, commercial gas)
Maintain a content calendar
Skills Required
Strong English (written and spoken)
Detail-oriented and highly organised
Comfortable using Xero, Dext, ServiceM8 (or willing to learn quickly)
Familiar with Google Business Profile and basic social media posting
Experience preparing invoices/quotes preferred
Tools You’ll Be Using
Xero + Dext ? bookkeeping and receipts
ServiceM8 ? job management, invoicing, quotes
Google Drive + Trello ? task management, shared docs
Canva ? basic marketing posts (optional, training can be given)
Weekly Priorities
Bookkeeping: Daily receipt/invoice uploads and reconciliation
ServiceM8/Email: Inbox cleared and organised daily
Invoices/Quotes: Draft within 24 hours of job completion
Marketing:
2× Google Business posts per week
2× social media posts per week
Review responses within 24 hours