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Virtual Assistant / Operations Assistant

Overview of the Company


A boutique business finance broker based in Alexandria, NSW, Australia, specialising in helping businesses grow through tailored finance solutions. Their services include:


1. Equipment and Asset Finance: Assisting businesses in acquiring income-generating equipment.

2. Rental and Operating Lease: Offering flexible leasing options for various business needs.

3. Chattel Mortgage: Providing finance solutions for purchasing business assets.

4. Debtor and Cashflow Finance: Helping businesses manage their cash flow through invoice financing.

5. Small Business Loan: Providing loans to support short-term cash flow needs.

6. Business, Commercial, and Property Loan: Offering finance solutions for larger business investments and property purchases.


With over 33 years of combined experience, they navigate the complex finance landscape to find the most suitable financial products for their clients. Their goal is to build long-term relationships based on trust and to support their clients' growth and success.


Job Summary:


We are seeking a highly organised and detail-oriented Virtual Assistant / Operations Assistant to support our business operations. The ideal candidate will have experience in administrative support, lead management, procurement, reconciliation, and CRM automation. They must be tech-savvy, proactive, and comfortable working with various software tools to improve business efficiency.



Key Responsibilities: Administrative Support:
  • Email management (sorting, prioritising, responding to emails)
  • Calendar management and scheduling
  • Document handling and organisation


Data Entry & Processing:
  • Entering and managing data for finance and operations
  • Processing tax invoices and requests
  • Verifying and inputting legal names, addresses, equipment details, and amounts


Lead & Sales Support:
  • Managing and responding to incoming leads promptly
  • Sending out lead response emails and follow-ups
  • Ensuring all lead-related communication is tracked and managed


Procurement & Order Management:
  • Sending and managing purchase orders
  • Cross-checking purchase orders with sales orders
  • Following up on supplier invoices and order deliveries


Reconciliation & Financial Coordination:
  • Weekly reconciliation of invoices across Xero, Lightspeed (POS), and Unleashed (Inventory Management)
  • Ensuring financial records match across platforms
  • Identifying and addressing discrepancies


Process & Workflow Automation:
  • Working with CRMs and automation tools (e.g., Zoho)
  • Managing workflow automation to streamline administrative tasks
  • Ensuring tasks follow structured, repeatable processes


Customer & Internal Communications:
  • Managing lead-related and customer enquiries
  • Sending automated and scheduled communications (e.g., birthday emails, holiday updates)


System & CRM Management:
  • Supporting transition and integration of Zoho CRM
  • Maintaining structured workflows for business processes
  • Managing CRM-related tasks such as data entry and follow-ups


Website & Product Management (Future Task):
  • Uploading product images and descriptions to Shopify
  • Managing product updates and SEO-related changes
  • Ensuring product listings are optimised


Required Skills & Experience:
  • Strong attention to detail and accuracy
  • Ability to manage and prioritise multiple tasks
  • Excellent organisational and time management skills
  • High level of initiative and problem-solving ability
  • Strong written and verbal communication skills
  • Ability to work independently and take ownership of tasks
  • Experience with CRM systems (Zoho, HubSpot, Salesforce, etc.) preferred
  • Proficiency in Xero, Lightspeed (POS), Unleashed (Inventory Management), and Shopify is a plus
  • Experience with project management tools like Asana, Trello, or Monday.com


What You Should Know About Virtual Assistant / Operations Assistant, Outsourced Staff

Join our dynamic team as a Virtual Assistant / Operations Assistant at our boutique business finance brokerage based in Manila! In this exciting role, you will be the heartbeat of our operations, providing essential support that keeps us running smoothly. You will manage emails, coordinate calendars, and ensure that all communications flow seamlessly. Your attention to detail will shine as you handle data entry, process invoices, and manage our CRM system. We are looking for someone who is proactive and tech-savvy, familiar with tools like Xero, Zapier, and Zoho to enhance our efficiency. You will play a key role in managing leads and sales support to make sure every potential client feels valued. Working closely with our team, you’ll help us streamline operations through innovative solutions and CRM automation, paving the way for our clients' growth. If you have experience in administration, are detail-oriented, and thrive in a fast-paced environment, we would love to meet you! Let’s shape the future of finance together, one task at a time!

Frequently Asked Questions (FAQs) for Virtual Assistant / Operations Assistant Role at Outsourced Staff
What are the main responsibilities of a Virtual Assistant / Operations Assistant at our company?

As a Virtual Assistant / Operations Assistant in our Manila office, your primary responsibilities will include administrative support such as email and calendar management, data entry related to finance and operations, lead and sales support, and procurement management. You'll also be involved in financial reconciliation and process automation to enhance our operations, ensuring that everything is organized and efficient.

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What skills and experience are necessary for the Virtual Assistant / Operations Assistant role?

To be successful as a Virtual Assistant / Operations Assistant at our company, you should have excellent organizational skills, strong written and verbal communication, and proficiency in various CRM systems. Experience with financial software like Xero, alongside project management tools such as Trello or Asana, is highly valued. Attention to detail and the ability to multitask are crucial.

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What tools will a Virtual Assistant / Operations Assistant use in their daily work?

In your role as a Virtual Assistant / Operations Assistant, you will be utilizing various tools to enhance our business processes. Proficiency in Xero for financial processes, Zoho for CRM tasks, and Shopify for future product management will be essential. Familiarity with automation tools will also help streamline your daily tasks.

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How does the Virtual Assistant / Operations Assistant contribute to the company's growth?

As a Virtual Assistant / Operations Assistant, you will directly contribute to our company's growth by ensuring that operational tasks run smoothly. By efficiently managing leads, automating processes, and enhancing communication both internally and with clients, you will help us deliver excellent service and support as we assist businesses in their financial journeys.

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What is the work environment like for a Virtual Assistant / Operations Assistant?

The work environment for a Virtual Assistant / Operations Assistant at our company is collaborative and dynamic. You will be part of a supportive team that values innovation and growth. We encourage a proactive mindset and provide opportunities for learning new tools and processes, letting you thrive while contributing to our collective success.

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Common Interview Questions for Virtual Assistant / Operations Assistant
Can you describe your experience with CRM systems related to the Virtual Assistant / Operations Assistant role?

When answering this question, detail your experience with CRM platforms, highlights of specific tasks you’ve managed, and the impact those tasks had on prior teams. Be sure to mention any metrics or improvements you helped achieve.

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How do you prioritize multiple tasks as a Virtual Assistant / Operations Assistant?

Reflect on specific tools or methods you use for prioritization, such as to-do lists or project management software. Providing a real example of how you successfully handled competing deadlines would illustrate your ability to manage your time effectively.

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What strategies do you employ to ensure accuracy in data entry?

Discuss any double-checking methods you utilize, such as verification processes or the use of software features designed to minimize errors. Sharing an experience where your attention to detail prevented a significant issue can showcase your meticulous nature.

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How familiar are you with financial reconciliation, and what has your experience been with it?

Provide a comprehensive overview of your experience with financial reconciliation in previous roles, focusing on the software used (like Xero) and the types of documents reconciled. Mention any challenges faced and how you overcame them.

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Describe a time when you improved a process in a previous position.

Speak to a specific instance where you identified an inefficiency and took steps to streamline the process. Quantify the outcome with metrics if possible, as this will demonstrate your ability to make impactful contributions.

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What is your approach to handling customer inquiries or leads?

Talk about your philosophy on customer service and specific techniques you use to ensure prompt and effective communication. Providing a scenario where your response led to a positive customer experience will highlight your strengths.

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How do you maintain organization in a fast-paced work environment?

Discuss the organizational systems you set up, such as digital filing systems or task management tools. Give examples of how this organization has benefited your productivity and efficiency in past roles.

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What tools do you prefer using for project management and why?

Identify your preferred project management tools and explain how they have helped you in previous roles. If possible, relate this back to how you would utilize these tools as a Virtual Assistant / Operations Assistant to benefit the business.

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Can you give an example of how you handled a difficult situation with a coworker?

Share a specific instance where you used communication skills to resolve a conflict. Emphasize the positive outcome and any lessons learned that highlight your ability to work well with others.

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What motivates you in a Virtual Assistant / Operations Assistant role?

Reflect on what excites you about assisting others and supporting business objectives. By discussing your passion for helping teams succeed and improving processes, you can demonstrate the enthusiasm you bring to the role.

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EMPLOYMENT TYPE
Full-time, remote
DATE POSTED
March 3, 2025

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