Detail-Obsessed Admin Support

YCM helps Australian small businesses and tradespeople win government and commercial contracts. We provide tender writing, resume and selection criteria services, compliance documentation, and business capability support.

We're looking for a reliable, detail-oriented Virtual Assistant to support our founder with admin tasks, document formatting, research, and business development activities.

About the Role
This is a part-time, ongoing role (15 hours per week to start, with potential to grow). You'll work directly with the business owner, supporting multiple service lines.

Important: Hours must fall within Australian business hours (9am–5pm AEST/AEDT). We need daytime coverage while the business owner is unavailable. For Philippines-based applicants, this typically means morning shifts (approx. 7am–11am PHT or similar). Please only apply if this schedule works for you.

This role is ideal for someone who:
• Takes pride in getting details exactly right
• Follows checklists and processes without cutting corners
• Communicates clearly and proactively
• Wants to grow with a small business over the long term

Key Responsibilities
Document Formatting & Quality Control
• Format resumes, selection criteria responses, and capability statements to exact specifications
• Apply consistent styling (fonts, margins, spacing, bullet points) following detailed quality guides
• Proofread documents for typos, formatting errors, and inconsistencies
• Export final versions in Word and PDF formats

Research & Outreach
• Research and compile lists of target contacts (builders, contractors, businesses)
• Send outreach emails using provided templates
• Track responses and flag genuine opportunities
• Monitor government tender portals for relevant opportunities

General Admin Support
• Manage inbox and respond to initial enquiries
• Schedule appointments and manage calendar
• Track compliance documents and expiry dates
• Set up and maintain templates, checklists, and trackers
• Basic website and social media updates as needed

Requirements
Must Have
• Exceptional attention to detail – this is non-negotiable. You notice when a font changes from 11pt to 11.5pt or Arial to Aptos.
• Excellent written English – spelling, grammar, and professional tone
• Reliable internet and a quiet workspace
• Proficiency in Microsoft Word – formatting, styles, track changes
• Experience following detailed written processes without improvising or skipping steps
• Available during Australian business hours (9am–5pm AEST) — you'll be covering the business while the owner is unavailable.
• Looking for someone available 3 days per week, 5 hours per day, during Australian business hours. A consistent schedule is preferred (e.g., Mon/Wed/Fri mornings PHT).
• Responsive communication – you reply within a few hours during work time

Bonus (Not Required)
• Experience supporting Australian businesses
• Background in legal, medical, or government admin (where detail matters)
• Familiarity with Trello, Canva, Google Workspace, or CRM tools
• Experience with outreach, lead generation, or research tasks

What We Offer
• Competitive hourly rate, depending on experience
• Flexible hours (15 hours/week to start)
• Clear processes and documented systems – no guesswork
• Direct working relationship with the business owner
• Opportunity to grow as the business grows
• Long-term role for the right person

How to Apply
Send a short message including:
• A brief introduction (2–3 sentences about your experience)
• Your hourly rate expectation in AUD
• Confirmation you can work during Australian business hours (9am–5pm AEST) and your typical available hours
• One example of a time you caught a detail that others missed

Paid Trial
Shortlisted candidates will complete a paid trial task (approx. 2 hours). You'll be given a document, a quality checklist, and formatting requirements. We'll assess accuracy, attention to detail, and ability to follow instructions.

Note: We're not looking for someone to 'improve' our documents or add their own flair. We need someone who can follow detailed specifications exactly. If you're the kind of person who double-checks everything and takes pride in precision, we want to hear from you.

YCM Procurement & Capability Solutions
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