Virtual Assistant (Logistics

POSITION DETAILS
Position Title Virtual Assistant (Logistics)
Position Reports To Director
Location Remote
Working days & hours: Wednesday to Sunday, 10am - 7pm AEST/AEDT time. Employer is Sydney, Australia based.
Start / end time may differ slightly depending on event schedule, but notice will be given in advance, so we need someone that is flexible.

POSITION PURPOSE AND OBJECTIVES
This role provides essential administrative and operational support to ensure the smooth delivery of chauffeur and transport
services. This role is responsible for managing bookings, coordinating logistics, and maintaining communication between
clients, drivers, and management. The position requires exceptional attention to detail, strong organisational and time management skills, and the ability to work autonomously within a fast-paced environment. Professionalism, confidentiality, and accuracy are critical, given the nature of high-profile clientele and luxury service standards. This role is dynamic and evolving, and the incumbent will be expected to take on additional responsibilities and adapt to new
systems, processes, and operational initiatives as the business grows.

This role is responsible for, but not limited to:
1. Coordinating and confirming bookings through the company’s internal booking systems.
2. Preparing and issuing quotes and invoices for review and approval.
3. Monitoring schedules and ensuring timely service delivery.
4. Maintaining accurate records of bookings, payments, and client details.
5. Providing administrative support to the Director and operational team as required.
6. Communicating professionally with clients, contractors, and internal stakeholders.
7. Ensuring all information and communications are handled with discretion and confidentiality.

KEY RESPONSIBILITIES AND DUTIES

Booking Management
• Process, confirm, and update transport bookings using internal booking platforms.
• Respond promptly and professionally to client enquiries via email, messaging, and automated systems (no direct calls
required).
• Maintain and update client records with accurate booking and payment details.
• Coordinate between clients, contractors, and management to ensure seamless service delivery and communication.

Administrative Support
• Draft quotes and invoices for review, and issue approved documents to clients.
• Record and track payments, ensuring financial records align with Xero and reporting requirements.
• Maintain and update spreadsheets for daily, weekly, and monthly reporting.
• Prepare and manage documentation, including filing, record keeping, and ad hoc administrative tasks.
• Provide general support to the Director and operations team as required.

Logistics Coordination
• Coordinate chauffeur schedules, ensuring efficient route planning and resource allocation.
• Assist in arranging transport alternatives or replacements as needed.
• Communicate special service requirements or client preferences to contractors.
• Monitor service delivery in real time, ensuring updates are provided to clients or internal teams when necessary.
• Support operational efficiency through proactive problem-solving and attention to detail.

Client Relations
• Manage VIP client communications with professionalism, discretion, and confidentiality.
• Handle special requests promptly, coordinating with relevant tea ---------- mbers to meet client expectations.
• Assist in tracking client satisfaction and contributing to continuous improvement initiatives.

KNOWLEDGE, SKILLS, AND ABILITIES
• Proven experience in a Virtual Assistant or Logistics Support role (ideally within a transport or service-based business).
• Strong organisational and time management skills, with the ability to manage multiple priorities simultaneously.
• Proficiency in Google Workspace (Gmail, Sheets, Docs, Calendar, Drive).
• Experience using Limoanywhere is highly desirable.
• Experience with Asana or similar project management tools is advantageous.
• Experience with Xero for financial record-keeping and invoicing is preferred.
• Familiarity with High Level CRM is ideal.
• Experience with Adobe Creative Cloud is advantageous.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy in data entry and document preparation.
• Ability to work independently with minimal supervision.
• Professional and courteous manner, maintaining strict confidentiality at all times.
• Strong problem-solving and critical thinking abilities.

GENERAL RESPONSIBILITIES AND DUTIES
• Maintain confidentiality and professionalism in all client and company communications.
• Ensure all booking and logistics information is accurate and up to date.
• Adhere to company procedures, standards, and service expectations.
• Support the Director and team with ongoing operational improvements.
• Maintain well-organised electronic filing and record-keeping systems.
• Demonstrate initiative in resolving scheduling or service delivery challenges.
• Adapt to evolving responsibilities, systems, and processes, taking on new tasks and initiatives as required to support
the growth and success of the business.