Virtual Assistant - Electrical Trade Operations (PEP)

This is a remote position.

Work Schedule: Monday to Friday 8:00am to 5:00pm Sydney Time with 1 hour unpaid break.

Job Type: Full-time

• Respond to all client inquiries within 24 hours and deliver quotes within 48 hours of site visits or initial requests
• Maintain proactive communication throughout the entire client cycle from initial contact to follow-up
• Manage email inbox to maintain under 5 unread emails requiring action
• Send invoices within 48 hours of job completion and match supplier invoices to job codes in Fergus within 24 hours of receipt
• Maintain accurate job costing and ensure timely payment processing
• Reconcile accounts receivable and payables in Xero
• Coordinate with suppliers and maintain complete organized job documentation in Fergus
• Schedule jobs efficiently to maximize team utilization and minimize downtime for Anthony and Tavita
• Ensure all compliance records, job notes, and task completions are properly documented
• Conduct back costing analysis on completed projects to identify profitability and areas for improvement
• Maintain and optimize price books in Fergus to ensure accurate and up-to-date pricing
• Create and implement SOPs and guides for all business processes
• Transfer and synchronize data between Xero and Fergus systems
• Process information from field workers via WhatsApp including photos, material lists, and job descriptions

Scopes:

• Full ownership of client communication and quote management processes
• Complete financial operations including invoicing, reconciliation, and job costing
• Comprehensive job scheduling and documentation management for field team
• Systems optimization and process creation across all business functions
• Integration and data management between Fergus and Xero platforms
• Price book maintenance and optimization to streamline quoting processes
• Back costing analysis to improve project profitability and business insights
• Administrative support to reclaim 15-20 hours weekly for the business owner

Requirements

• Strong experience with job management software, preferably Fergus or similar construction/trade platforms
• Proficiency in Xero accounting software and financial reconciliation
• Experience with back costing analysis and project profitability assessment
• Excellent written communication skills for client correspondence
• Strong organizational skills and attention to detail for documentation management
• Ability to work independently and manage multiple priorities simultaneously
• Understanding of electrical trade terminology and processes preferred
• Experience creating standard operating procedures and process documentation
• Familiarity with supplier management and procurement processes
• Ability to work during New Zealand business hours or with overlap for real-time communication

Benefits

• Permanent work from home
• Immediate hiring
• Steady freelance job

Originally posted on Himalayas