Business Operations Assistant – Sales, Marketing, Accounts & Project Admin

We are an Australian business in the window, door, and automation industry looking for a full-time Business Operations Assistant to support the founder and team across day-to-day business admin, sales support, marketing support, project admin, procurement admin, and basic accounts admin.

This is not a basic VA role.

We need someone organised, resourceful, systems-savvy, and able to help take backend work off the founder and team. You will be helping keep the business organised, following up tasks, updating systems, preparing admin documents, assisting with purchase orders, supporting marketing tasks, and helping make sure important work does not fall through the cracks.

This role suits someone who is practical, detail-oriented, proactive, and able to figure things out without needing step-by-step instructions for every task.

Key Responsibilities

1. Sales Admin & CRM Support
You will help keep our sales process organised and moving.

Tasks may include:

- updating HubSpot CRM
- entering new leads and enquiries
- updating contacts, companies, deals, notes, and tasks
- setting follow-up reminders
- drafting follow-up emails
- tracking quotes and proposals
- flagging stale leads or missed follow-ups
helping prepare weekly sales activity summaries
- keeping sales records clean and up to date

2. Marketing Support

You will assist with practical marketing and content support.

Tasks may include:

- creating simple marketing materials in Canva
- preparing flyers, brochures, presentations, and social media graphics
- organising project photos and marketing assets
- helping create basic content drafts using AI tools
- formatting case studies and project examples
- maintaining marketing folders and collateral
- supporting email marketing and LinkedIn/admin tasks
- keeping marketing material clean, organised, and on-brand

You do not need to be a high-level graphic designer, but you must be comfortable creating clean, professional-looking materials.

3. Project Admin Support

You will assist with backend project admin so jobs stay organised.

Tasks may include:

- preparing and tracking purchase orders
updating project trackers
- organising project folders and documents
- following up suppliers for pricing, lead times, and delivery updates
- tracking procurement items and supplier responses
- assisting with project handover documents
- organising drawings, quotes, invoices, and project correspondence
- helping maintain project-related records in Notion, Google Drive, or other systems
- chasing missing information from suppliers, subcontractors, or internal tea ---------- mbers
- helping make sure project admin tasks are completed on time

You will not be expected to make technical project decisions, but you must be able to keep records organised and follow up properly.

4. Procurement Admin

You will support purchasing and supplier coordination.

Tasks may include:

- preparing purchase order drafts
checking supplier details
- tracking supplier quotes and lead times
- following up orders
- updating procurement registers
- organising supplier documents and price lists
- checking whether required information is missing
- helping keep procurement files and trackers current
- Final approval of purchases will remain with the business owner or authorised tea ---------- mber.

5. Accounts Admin Support

You will assist with basic accounts admin and record keeping.

Tasks may include:

- supporting Xero admin
- organising receipts, invoices, and supplier bills
- preparing payment/invoice summaries
- tracking overdue invoices or payment follow-ups
- organising accounts documents
- helping keep financial records tidy
- assisting with basic reporting or admin preparation

You will not have payment authority. Final payment approvals and financial decisions remain with the founder.

6. General Business Admin & Systems Support

You will help keep the business systems organised.

Tasks may include:

- maintaining Notion pages and SOPs
- organising Google Drive folders and files
- preparing meeting notes and action lists
- updating task trackers
- formatting documents
- drafting emails
- creating checklists and templates
- helping improve internal workflows
- using AI tools to speed up admin and content tasks
- documenting repeatable processes

Required Skills

The right person must have:

- strong written and spoken English
- excellent organisation and attention to detail
- experience with Google Workspace
- experience with Canva
- experience with HubSpot or another CRM
- experience with Xero or accounting/admin systems
- confidence using ChatGPT / AI tools
- ability to work independently
- ability to figure things out before asking for help
- strong follow-through
- good communication
- calm and reliable working style
- ability to handle multiple tasks without getting overwhelmed

Highly Regarded Experience

Experience in any of the following is highly regarded:

- working with an Australian, US, UK, or NZ business
- construction, trades, property, real estate, - building services, or service-based business admin
- project admin or procurement admin
- purchase order preparation
- supplier follow-up
- CRM management
- Xero/accounts admin
- Notion setup or SOP organisation
supporting a founder or small business owner.

Industry experience is helpful but not mandatory. We care more about your ability to stay organised, follow up, use systems, and take ownership.

Tools We Use

You should be comfortable using or learning:

- HubSpot
- Notion
- Xero
- Canva
- Google Workspace
- Google Drive
- Google Sheets
- ChatGPT / AI tools

email and task management systems

You do not need to know every tool perfectly from day one, but you must be able to learn quickly and figure things out independently.

Work Hours

This is a full-time remote role.
You must have strong overlap with Australian business hours, Monday to Friday.

Important

This role does not suit someone who needs to be spoon-fed every task.

We are looking for someone who can:

- follow instructions
- ask smart questions
- use common sense
- research and figure things out
- keep tasks moving
- update systems properly
- communicate clearly when something is blocked
- take ownership of recurring admin work

If you are proactive, organised, systems-savvy, and enjoy helping a growing business run better, this role may be a good fit.