Virtual Assistant – Operations & Admin

We are a small, growing UK-based service business looking for a reliable and organised Virtual Assistant to support administration, quoting, and back-office tasks.
This is a remote, independent contractor role with a fixed weekly retainer.
The workload is currently light, but the role is long-term and designed to grow as the business grows.
The ideal candidate is organised, proactive, and comfortable supporting systems, tracking, and basic lead handling within clear processes.

Working Hours & Availability

Availability required Monday to Friday
You must be available for 4–5 hours of overlap between UK time 9:00am – 6:00pm
Exact working hours are flexible and will be agreed in advance on a rota/pro-rata basis
No weekends & No UK bank holidays

Current Workload

The workload is currently low/light
Time will be spent:
Handling admin accurately
Preparing and organising systems
Maintaining tracking sheets
As client numbers and workload increase, pay will increase accordingly

Core Responsibilities (Priority Tasks)

These tasks always take priority:
Log and track new enquiries in our tracking system
Send questionnaires to interested leads and follow up for completion
Prepare and send itemised quotes
Quote and negotiate pricing strictly within an approved price guide matrix
Escalate any non-standard pricing or unclear scope to the owner
Lead Generator Monitoring & Verification
Prepare and send client invoices (no chasing payments)
Prepare monthly payroll summaries based on information provided by the owner
Update schedules and records after holidays or cover swaps (admin only)
Send post-job follow-up messages to clients
Request Google reviews from happy clients/Respond to Google reviews professionally using templates

Downtime / Low-Priority Tasks (Completed once a week/month when core admin work is up to date)

Keep email inboxes organised (folders, labels, filters, archiving)
Maintain organised Google Drive folders (invoices, payroll, contracts, SOPs)
Update website content on WordPress (pages, posts, testimonials – no coding required)
Schedule basic social media posts (Facebook, Instagram, LinkedIn – 1–2 per week)
Improve or document simple automations for admin workflows
Tidy spreadsheets and tracking records
Suggest small process improvements

Lead Awareness & Support (Important)

This is not a sales role, however you should be:

Comfortable handling and tracking leads
Somewhat experienced in understanding how leads convert
Able to support:
Script preparation
Light tweaking and improving outreach wording

Optional: sourcing leads or outreach during downtime using approved scripts

???? Optional commission available for VA-sourced deals (10% on first invoice only, paid after client payment clears).

What This Role Does NOT Include

No site visits - only assisting of booking upon owner schedule
No cleaner coordination
No chasing client payments
No cold calling
No pricing outside the approved matrix
No changing systems or processes without approval

Skills Required

Strong written English
Highly organised and detail-oriented
Comfortable with spreadsheets and admin systems
WordPress literate (create and update/ upload new content when necessary)
Comfortable with basic automation tools or willing to learn
Able to work independently and communicate clearly

Pay & Contract Type

£50 per week retainer (£200 per month)
Pay adjusted pro-rata if unavailable on agreed weekdays
Independent contractor role
No guaranteed hours, but long-term opportunity

Growth & Pay Progression

This is a long-term role.
As the business grows and workload increases, pay will be reviewed based on:
Increased workload
Business growth
Performance and reliability

How to Apply

Please include:

A short introduction
Your experience with admin, quoting, or lead handling
Any experience with WordPress or automations
Confirmation that you are happy with the pay, availability, and contractor structure