Virtual Assistant — Processing & Coordination | Simpro Experience Mandatory | Full-Time

JOB OVERVIEW

Role Overview

Candidates with hands-on Simpro experience will be prioritised — this is a mandatory, non-negotiable requirement for this role.

A large-scale, multi-state trade services operation is hiring one full-time Virtual Assistant to serve as a processing and coordination counterpart to their Australian-based Customer Relations Officers (CROs). The VA will pick up the same scope, responsibilities, and coverage previously split across the team. The primary objective is to handle the high-volume "processing" side of the business — including data entry, supplier coordination, and back-end administration — allowing the local Australian team to focus on direct customer-facing interactions.

Given the volume this role covers across multiple regional locations, the business needs someone who can dedicate their full, undivided attention to the role during the working hours, with no competing demands or interruptions during that window.

Working Hours: 8:00am–4:30pm AEST, Monday to Friday

What You'll Own

Simpro & Financial Processing

Handle the primary back-end of Simpro; hands-on Simpro experience required, with additional platform training provided for day-to-day data entry and reporting
Manage data entry for packing slips and supplier invoices
Predominantly focused on bank reconciliation, with potential growth into debt collection (Accounts Receivable)

Supplier & System Coordination

Connect with a set of main suppliers for quotes, part availability, and order follow-ups
Monitor automation triggers (e.g. invoice payment triggers for reviews) and manage soft-phone/text-based interactions recorded in the system
Utilise the CRM platform for remote task management and tracking

Documentation & Onboarding

Assist in creating a permanent company "blueprint" and maintaining a customised Employee Handbook with training links
Participate in a mandatory daily session with core staff for the first month to ensure business assimilation

Day-to-Day Task List

Prepare initial stages of pending / progress / completed jobs
Prepare quotes from failed SLAs
Prepare quotes from breakdown jobs
Prepare a monthly report for underperforming jobs, ready for review
Raise POs for equipment as directed by the CRO
Prepare a list of quote follow-ups ready for the CRO to phone the customer
Data integrity checks (customer details, duplicate sites)
Prepare a list of outstanding POs and action with the supplier
Allocate overtime from the previous day
Receipt packing slips in Simpro
Receipt supplier invoices in Simpro
Reconcile supplier statements in Simpro

What We're Looking For

Experience

Minimum 2 years of experience in administrative or general virtual assistant roles, specifically within trade, construction, or high-volume service industries
Familiarity with the "processing" side of a trade business, focused on back-end coordination to support high-level operational growth

Software Proficiency

Hands-on Simpro experience is mandatory — non-negotiable given the immediate operational demands and the fact the VA is stepping into an established workflow
High proficiency in Microsoft Office 365 and Xero, particularly for consistent bank reconciliations and potential debt collection tasks
Familiarity with similar project management systems (e.g. Aeroflow, ServiceM8) is a bonus but does not substitute for direct Simpro experience

Communication Skills

Exceptional verbal and written English, with a neutral accent suitable for professional daily interactions with Australian suppliers
Interpersonal skills necessary to "take the heat off" onshore Customer Relations Officers by confidently handling direct coordination with external stakeholders

Non-Negotiables

Able to dedicate full, uninterrupted focus to the role during the designated shift — this role does not suit a candidate managing competing caregiving or personal commitments during working hours
Energetic and proactive personality, with a clear "willingness to go" and active engagement in the work
Able to hit the ground running by building strong rapport with the onshore team and quickly assimilating into the company culture
Comfortable working within a secured virtual desktop environment while utilising digital security tools for access control
Self-driven learner capable of understanding complicated systems independently through training modules rather than requiring constant hand-holding
Meticulous accuracy managing complex data entry across multiple integrated platforms (Simpro, Xero, CRM) to ensure error-free financial reporting
Capacity to work autonomously under a "processing" framework while maintaining a disciplined daily cadence for task updates and reporting

Why This Role

Full ownership of the processing and coordination function across multiple regional locations
Work within an established, systemised operation focused on scaling through automation
Direct, close collaboration with the onshore Customer Relations team
Clear task list and structured onboarding, including a dedicated assimilation period in the first month

How to Apply

To be considered, please complete this form and include a short video introduction — it helps us shortlist quickly:

----------