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

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