Virtual Assistant and Administrator

???? Virtual Assistant (Operations & Admin)

Location: Remote
Type: Full-Time (40 hours/week)
Schedule: Monday–Friday, Brisbane time (9-5pm AEST)
Salary Range: $400-$900 (based on experience)
Start Date: Immediate

???? About Us
We are an exterior cleaning business in Australia delivering high-quality soft washing, pressure washing, roof cleaning, window cleaning, gutter cleaning, and concrete sealing services.

Our team is expanding quickly, and we’re looking for a highly organised, detail-oriented Virtual Assistant to support our daily operations, systems, and client communication — helping our on-ground team stay efficient and our clients receive the best experience possible.

We already have:
- Established systems: GoHighLevel CRM, ServiceM8, Google Sheets, Notion, and Safety Culture which will all be used in your role.
- ou’ll be joining a fast-moving, system-driven team where reliability and initiative are valued above all.

???? Role Overview

Your main goal is to keep our operations running smoothly behind the scenes by handling administrative, and system-based tasks — ensuring jobs, leads, and reports are always accurate and up to date.

You’ll collaborate daily with our in-person admin and report directly to our team
We want someone who can think ahead, notice what’s missing, and help make the system stronger.

?? Key Responsibilities
???? CRM & Job Management

- Update leads and opportunities in GoHighLevel (GHL) pipelines
- Sync bookings and job details between GHL and ServiceM8
- Add, edit, and track job notes, photos, and client details
- Assign and verify job statuses (Quote Sent, Booked, Completed, etc.)

???? Client Communication & Follow-Ups

- Send templated SMS or email follow-ups for quotes, photos, and reviews
- Contact unresponsive leads via pre-written messages
- Track which clients have received pre-service and aftercare PDFs
- Confirm completion and satisfaction for closed jobs

???? Reporting & Data Entry

- Maintain and update our financial & KPI tracking sheets (Google Sheets)
- Record daily job data: revenue, hours worked, chemical usage, etc.
- Summarise weekly performance reports for the founders and office staff

???? System Monitoring & Automation Support

- Identify missing info (e.g., missing photos, incomplete job data)
- Maintain and improve internal SOP and Notion documentation
- Assist with light process automation setup (Zapier, Make, or task templates)

???? General Admin Support

- Handle inbox triage and task lists for the admin team
- Help prepare technician checklists or client documents when needed
- Keep internal files organised across Google Drive and Notion

???? Tools You’ll Be Using

- GoHighLevel CRM (Lead management, tagging, SMS, automations)
- ServiceM8 (Job scheduling and job sheets)
- Google Workspace (Drive, Sheets, Docs, Gmail, Calendar)
- Notion (Internal SOP and documentation system)
- Slack / WhatsApp (Daily team communication)
- iAuditor (Technician checklists and forms)
= Experience in these tools is a big plus but not required — full training provided.

? Requirements
Must-Haves
- Excellent English communication (written and verbal)
- Reliable internet connection and working computer
- Detail-oriented and process-driven — you spot errors others miss
- Comfortable learning new systems and following SOPs
- Strong work ethic and accountability (no ghosting or missed deadlines)
- Available during Australian business hours (Brisbane time)

Nice-to-Haves
- Prior experience with cleaning/service-based companies
- Familiarity with CRMs like GoHighLevel, ServiceM8, or Jobber
- Spreadsheet and data-tracking skills (Google Sheets)
- Basic automation or workflow knowledge (Zapier/Make)
- Experience assisting an Australian, US, or UK business

???? What Success Looks Like

After your first 90 days:

- All jobs and leads are accurately logged and synced daily
- Quotes and follow-ups happen automatically or with your help on time
- Reports are ready every week without reminders
- Founders and admin spend less time on backend work
- Clients experience smooth, professional communication from start to finish

???? Why Work With Us

- Work with a friendly Australian team who value honesty, communication, and consistency
- Long-term, stable employment — we’re not looking for short-term hires
- Clear systems, ongoing training, and opportunities for growth
- Flexible, remote work with respect for work-life balance
- Be part of a business that’s growing fast and cares about doing things properly

???? How to Apply

Please include:
- A short intro video (1–2 minutes) introducing yourself and your background
- A brief summary of your relevant experience
- Any examples or screenshots of your previous work (if available)
- The phrase “Organised and Reliable” at the top of your application — so we know you read the full description