Hunt St

Operations, Client Support Virtual Assistant

Hunt St

contract

Posted on:

Location Type: Remote

Location: Philippines

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Salary

💰 A$1,500 - A$2,000 per month

About the role

  • Review overdue accounts in Xero on a regular basis.
  • Cross-check each overdue account in Salesforce before contacting the customer.
  • Look for any notes, updates, or issues that may explain delayed payment, including: installation delays, questions about quality of finish, customer complaints or concerns, unresolved service or project issues.
  • Make sensible decisions about whether an account should be followed up immediately or escalated internally first.
  • Keep accurate notes on actions taken, customer responses, and next steps.
  • Escalate sensitive or complex accounts to management before applying pressure.
  • Use a friendly, professional, and respectful tone in early-stage payment follow-up.
  • Adjust communication tone depending on the age of the debt: Under 30 days overdue: friendly, helpful, and relationship-focused; Over 30 days overdue: firmer, more direct, and more structured while still remaining professional.
  • Potentially assist with reconciling incoming payments.
  • Check that all invoices coming through the AutoEntry system are correctly present in Xero.
  • Support the finance function with accuracy and follow-up.
  • Send final invoices to clients.
  • Follow up to confirm receipt where needed.
  • Maintain professional and friendly communication while supporting timely payment.
  • Follow up on warm sales leads after a salesperson has sent a quote or email.
  • Check in approximately one week later to confirm the client received the quote and ask whether they need any further information.
  • Set up projects and opportunities correctly in Salesforce.
  • Process orders that come through the website within required timeframes.
  • Chase up failed deliveries with freight companies.
  • Record completed project photos and project details on the existing spreadsheet.
  • Provide PA support to both company directors.
  • Assist with simple filing and document organisation.
  • Book travel and help coordinate related arrangements.
  • Help keep day-to-day admin organised and moving.

Requirements

  • 3–5+ years of experience as a Virtual Assistant in operations and client support, with experience in admin support, accounts receivable, sales support, project coordination, logistics follow-up, or PA work.
  • Proficient in Xero and Salesforce
  • Proficient in Google Workspace
  • Experience with Zoho is a bonus
  • Excellent written and verbal communication skills in English
  • Strong attention to detail with the ability to understand context before taking action
  • Confident and professional phone manner, comfortable handling payment follow-ups and sensitive conversations
  • Self-directed, reliable, and available during Australian Eastern business hours
  • Able to manage multiple priorities and deadlines.
  • Works independently and escalates issues appropriately.
  • Customer-focused, commercially aware, and balanced in follow-up approach.
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
XeroSalesforceGoogle WorkspaceZohoaccounts receivableproject coordinationlogistics follow-updocument organisationpayment reconciliationorder processing
Soft Skills
written communicationverbal communicationattention to detailphone mannerself-directedreliabletime managementcustomer-focusedprofessionalismproblem-solving