Virtual Operations, Marketing & Automation Assistant

About Eco Touch Cleaning

Eco Touch Cleaning Pty Ltd is a growing, premium residential and commercial cleaning company based in Queensland, Australia, servicing the Northern Gold Coast and Scenic Rim.

Established in 2021, we pride ourselves on delivering exceptional service, professionalism and attention to detail.

We are looking for an experienced, organised, creative and proactive Virtual Assistant to work directly with our Company Director.

This is a varied role combining business administration, scheduling, customer service, marketing, social media management and business automation.

We want someone who takes initiative, contributes new ideas, solves problems and genuinely wants to grow with our company.

Position Details

Part-time, approximately 4 hours per day, Monday to Friday

20 hours per week

Remote, Philippines

Working hours overlapping Queensland business hours

Long-term opportunity

Salary negotiable depending on experience and skills

Queensland is only two hours ahead of the Philippines, making collaboration convenient and supporting a healthy work-life balance.

Key Responsibilities

Business Administration & Scheduling

Manage daily business administration.

Maintain customer records and recurring cleaning appointments.

Manage staff scheduling and job allocations through Connecteam.

Coordinate cancellations, changes and rescheduled appointments.

Monitor staff availability and scheduling conflicts.

Organise client and employee documentation.

Develop and maintain administrative procedures.

Identify ways to improve efficiency and reduce manual administration.

Xero, Invoicing & Payroll Preparation

Prepare and manage customer invoices in Xero.

Ensure all completed cleaning jobs have been invoiced.

Monitor outstanding invoices and payment follow-ups.

Review weekly Connecteam timesheets.

Identify missing clock-ins, incorrect hours and unusual overtime.

Check travel and other applicable employee allowances.

Assist with weekly payroll preparation and reporting within applicable Australian compliance requirements.

Prepare payroll information for the Director's approval.

Assist with payment file preparation, while the Director retains final banking authority.

GoHighLevel (GHL) & Automation

Set up, organise and manage our GoHighLevel CRM.

Build and maintain automated workflows.

Set up 48-hour and 24-hour appointment reminders.

Automate customer enquiry responses.

Create quote follow-up sequences.

Develop customer retention and Google review automations.

Maintain customer pipelines and contact records.

Investigate integrations between Connecteam, Xero and GHL to reduce double handling.

Test, troubleshoot and improve automations.

Recommend practical automation opportunities to save time.

Hands-on GoHighLevel automation experience is highly desirable.

Marketing & Social Media

Manage Facebook and Instagram business accounts.

Create engaging, professional social media content using Canva.

Design branded graphics, posts, stories and reels.

Write engaging captions aligned with our premium brand.

Develop and manage a monthly content calendar.

Schedule and publish regular social media content.

Monitor and respond to comments and messages.

Engage with relevant local community pages and potential customers.

Research new marketing strategies and campaign ideas.

Assist with Google Business Profile updates.

Develop strategies to increase brand awareness and attract quality leads.

Track social media engagement and marketing results.

We want someone who brings creative ideas and actively contributes to growing our business.

Customer Service & Lead Management

Monitor customer enquiries from email , Facebook , Instagram, our website and GHL.

Respond professionally to routine customer enquiries.

Collect information needed for cleaning quotes.

Follow up prospective customers and outstanding quotes.

Assist with booking confirmations and appointment changes.

Keep customer records accurate and up to date.

Escalate complaints, pricing decisions and sensitive matters to the Director.

Skills & Experience

Essential:

At least 2 years of relevant VA, administrative or operations experience.

Previous experience working with Australian businesses.

Excellent written and spoken English.

Strong organisation and attention to detail.

Experience with Xero.

Experience using CRM systems and business automation tools.

Social media management and Canva experience.

Confidence managing customer enquiries and schedules.

Excellent communication and problem-solving skills.

Ability to work independently and meet deadlines.

Proactive, reliable and trustworthy.

Stable internet connection and a suitable home office.

Highly Desirable:

GoHighLevel workflow and automation experience.

Connecteam experience.

Australian payroll administration experience.

Experience working with cleaning companies or service-based businesses.

Zapier, Make or API integration experience.

Facebook and Instagram marketing experience.

Basic video editing skills.

What We Offer

Stable, long-term employment opportunity.

Flexible part-time hours.

Supportive and friendly working environment.

Direct communication with the business owner.

Opportunities for increased hours and responsibility.

Performance-based pay reviews and increases.

Opportunity to grow into a senior operations role as our company expands.

How to Apply

Please include ALL of the following:

1. Resume

Provide a link to your current resume.

2. Voice Recording (Required)

Provide a link to a 2 to 3 minute voice recording introducing yourself and answering:

Tell us about your professional background.

What experience do you have working with Australian businesses?

What experience do you have with Xero, GoHighLevel, social media and scheduling?

Describe an automation, marketing campaign or business improvement you have personally implemented.

Why would you be a great fit for Eco Touch Cleaning?

You can use Vocaroo, Loom or another recording platform.

3. Portfolio or Work Samples

Please include links to examples of Canva designs, social media posts, marketing campaigns or GHL automations you have created, where available.

4. Salary & Availability

Please confirm your expected hourly rate in Philippine pesos, availability to work 20 hours per week and earliest possible start date.

5. Attention to Detail Test

To confirm you have read the entire advertisement, include the phrase Aqua Koala in the subject line of your application.

Applications missing the requested information may not be considered.

Join Our Team

We are looking for someone who wants more than just a short-term VA position.

We want a reliable, creative and capable person who will take ownership of their responsibilities, contribute ideas and become a valued long-term member of Eco Touch Cleaning.

We look forward to hearing from you!