Administration & Operations Support Virtual Assistant – ACTIVE

Job Application Code: 003806VL (add this to the application form)

Shift: Part-Time, 20 hours per week to start, Monday to Friday, 10:00am to 2:00pm Queensland time (8:00am to 12:00pm Philippine time). Moves to full-time as competency grows.

Role Overview:

Vanessa is the Financial Controller of a traffic management business based in Queensland, Australia. She is looking for an Administration & Operations Support Virtual Assistant to provide remote administrative, operational and compliance support to her and the Operations Manager.

You will progressively take on the core administrative functions previously handled by an in-office Administration Support Officer. The role starts with admin support, and phones and the wider responsibilities are added once you are trained. Independence is earned through consistency, reliability, accuracy and demonstrated trust.

Primary Mission

Keep quotations, scheduling, invoicing, accounts admin, inductions and compliance records accurate, organised and on time, and support customers and the team with professionalism.

Key Responsibilities

Sales and Quotation Support

• Prepare and generate customer quotations.
• Follow up completed quotations and confirm job bookings.
• Respond to client enquiries by email and phone.
• Assist with distributing and collecting customer feedback.

Operations Support

• Support daily operations scheduling and job data entry.
• Monitor ticket expiry dates and follow up renewals.
• Coordinate trainees in liaison with the operations team and prepare training renewal paperwork.
• Assist with updates to the employee performance management system.

Recruitment and Induction Support

• Screen applicants for Traffic Control roles.
• Schedule digital inductions, prepare induction packs and coordinate onboarding.
• Update Assignar with new employee details and liaise with Employment Providers.

Accounts Administration

• Process new account applications and conduct trade reference checks.
• Follow up outstanding accounts.
• Assist with MYOB data entry, accounts receivable and payable, coding, reconciliations and invoice processing. The Financial Controller retains final approval.

WHS and Compliance Administration

• Maintain the Plant and Equipment Register, Task Observation Register, Journey Management records and SWMS annual sign-on records.
• Assist with WHS compliance forms, Certificate of Currency requests and WHS Safety Alerts.

General Administration

• Reception duties by softphone once trained: answering calls, taking messages and supporting clients (inbound calls only).
• Daily email management, scanning, filing, data entry and document preparation.
• Prepare proposals and monthly reports, maintain uniform inventory records and assist with travel bookings.

Required Skills

• Minimum 2 years of administrative experience. Australian client experience preferred.
• Strong written and verbal English communication and a good phone manner.
• Proficient in Microsoft Office (Word, Excel, Outlook) and experienced with PDF editing software.
• Experience with CRM, scheduling or workforce management systems, and able to learn Assignar, Traffio, IMS and MYOB quickly.
• Experience working live with a client or team over Zoom or similar.
• Tools: Microsoft Office, MYOB, Assignar, Traffio, IMS, Zoom, Webex softphone (supplied).

Who This Role Suits

• Reliable and consistent. Professional, with high integrity, accountability and honesty in communication.
• Organised. Prioritises well and copes with fluctuating workloads.
• Precise. Strong attention to detail and accuracy.
• Quick to learn. Takes notes, asks questions and applies feedback quickly.
• Proactive. Follows up and solves problems without being chased.
• Engaged. Stays focused for the full shift and works autonomously once trained.

What Success Looks Like

• Quotes, bookings and invoices are accurate and followed up on time.
• Registers, compliance documents and operational records are current.
• Inductions and onboarding run smoothly, with staff re-inductions supported from 14 November 2026.
• Vanessa and the Operations Manager can rely on you to take work off their plate.

Please note: you will be on Zoom for the full shift with your camera on during training, in a quiet, distraction-free workspace with reliable primary and backup internet. You will take notes during training and send an end-of-day report with key learnings.