Hunt St

Artificial Intelligence

• Design and build automation systems using tools such as Claude Code, n8n, and Make
• Develop AI-powered workflows including (but not limited to):
• - Voice agents
• - Sales analysis and reporting systems
• - Dashboards and data pipelines
• - Podcast and content automation
• - Internal operational tools
• - Client-facing automation solutions
• Identify inefficiencies across internal processes and implement scalable automation solutions
• Collaborate with the founder to translate business needs into functional AI systems
• Support the development and rollout of AI services for external clients
• Maintain, optimise, and troubleshoot existing automation systems
• Document workflows and systems to ensure long-term scalability and reliability
• Stay current with AI tools and automation trends, applying them pragmatically (not just experimentally)

AI Automation Specialist

Customer Support

• Respond to customer enquiries via email
• Triage and escalate complex queries
• Schedule client calls
• Follow up on quotes and enquiries
• Process new trade account requests
• Gather client testimonials and imagery
• Review client plans and extract panel sizes
• Prepare draft quotes
• Cross-check measurements and finishes
• Convert invoices into production orders, ensuring all details are accurate
• Maintain tracking systems
• Liaise with manufacturers
• Track production and follow up delays
• Book freight and prepare documentation
• Send dispatch notifications
• Monitor deliveries
• Manage boards and workflows
• Ensure accurate tracking
• Manage Facebook, Instagram, TikTok, Pinterest accounts
• Create, schedule and publish approved content
• Repurpose content across platforms
• Respond to comments/messages
• Maintain posting consistency and monitor social trends
• Identify social opportunities
• Create and maintain SOPs and organise SOP library
• Identify process gaps and improve workflows
• Build FAQ database
• Create templated responses
• Maintain knowledge resources

Virtual Assistant – Operations, Customer Support

Administrative Assistant

• Answer incoming calls professionally and ensure a positive first point of contact
• Make outbound calls for scheduling, confirmations, follow-ups, and coordination
• Take accurate messages and ensure timely communication of key information
• Handle enquiries with clarity, patience, and a solutions-focused approach
• Maintain professional and friendly communication across all interactions
• Manage and maintain calendars for school visits
• Coordinate schedules across multiple stakeholders to avoid conflicts
• Send confirmations, reminders, and updates to ensure smooth attendance and follow-through
• Reschedule or adjust appointments as needed with minimal disruption
• Ensure all scheduling systems are consistently accurate and up to date
• Perform general administrative duties including data entry and document management
• Maintain accurate records, databases, and internal systems
• Organise files and ensure information is properly stored and easy to access
• Support operational workflows and assist with day-to-day coordination tasks
• Help streamline administrative processes where improvements are identified
• Provide reliable support to internal teams to ensure smooth daily operations
• Assist with basic coordination tasks across departments
• Ensure tasks are followed through accurately and completed on time
• Act as a dependable point of support for general business needs

All-Round Administrative Assistant

• Manage end-to-end payroll processing, ensuring accuracy and timely completion
• Prepare and issue invoices, ensuring all charges are correct and properly documented
• Follow up on outstanding debts and maintain up-to-date debtor records
• Review consignments and ensure accurate customer charging based on services provided
• Provide general accounting and administrative support to keep financial processes running smoothly
• Maintain a high level of accuracy across all financial tasks, recognising the direct impact of errors
• Work confidently across accounting systems (e.g., Xero, MYOB or similar), ensuring data is accurate and well-maintained
• Communicate clearly with internal teams and stakeholders to resolve discrepancies or queries
• Identify and resolve issues proactively without relying on constant supervision
• Support continuous improvement of processes by identifying more efficient ways of working
• Ad hoc support required for various projects or investments

Finance/Admin Assistant

Onboarding Specialist

• Outbound Prospecting & Cold Calling
• Call breeder leads using the call structure and qualifying questions.
• Introduce the Protection System clearly, confidently, and professionally.
• Build rapport with breeders using a warm, no-pressure, relationship-led approach.
• Handle objections and guide breeders toward sign-up.
• Convert suitable breeders into active participants in the Protection System.
• Clearly explain the value of the program and what is required to get started.
• Ensure breeders complete the steps required to join the system.
• Follow up with newly signed breeders to ensure they begin using the system.
• Support breeders through to their first litter submission.
• Maintain momentum and follow-through so signed breeders become active breeders.
• Keep breeder records and outreach activity updated in HubSpot.
• Ensure breeder ownership, activity, and status are accurately reflected for KPI tracking and reporting.
• Maintain disciplined follow-up habits and clear record keeping.

Outbound Sales, Onboarding Specialist

Client Services Representative

• 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.

Operations, Client Support Virtual Assistant

Accountant

• Manage end-to-end payments to suppliers and clients in a timely and accurate manner, while balancing cash-flow requirements.
• Oversee processing of all supplier invoices, including purchase order matching, invoice entry, accurate coding, and payments.
• Monitor AP and AR inboxes and respond or redirect queries as required.
• Generate and issue sales invoices based on project progress claims.
• Allocate customer payments accurately against ledgers.
• Follow up on outstanding customer payments professionally.
• Perform monthly supplier statement reconciliations and resolve discrepancies.
• Identify and resolve issues within AP, AR, and purchase order systems.
• Process monthly payroll accurately and on schedule.
• Prepare and lodge monthly payroll tax returns for all relevant states.
• Support compliance obligations for BAS, superannuation, and payroll tax.
• Maintain the general ledger including balance sheet reconciliations, banking, and inter-company transactions.
• Record end-of-month journal entries and support accurate month-end close.
• Maintain the fixed asset register including depreciation.
• Assist with monthly management reporting.
• Maintain secure and accessible digital financial records.
• Assist with annual budgeting and periodic forecasting updates.
• Support cash flow planning, monitoring, and forecasting.
• Assist with oversight of project financials including invoicing, purchase orders, subcontractor expenses, and cash flow.
• Provide finance-related administrative support, including induction forms and credit applications.
• Liaise professionally with suppliers, clients, and internal stakeholders.
• Work closely with the Operations Manager, Managing Director, and CFO.
• Support strategic and operational objectives.
• Maintain a high level of professionalism at all times.
• Uphold strict confidentiality.
• Undertake other duties as reasonably required by the business.

Assistant Accountant, CG

• Managing Inbound Communication
• Sorting ATO and other inbound correspondences received
• Coordinating responses from Manager
• Emailing clients with relevant attachments and information
• Assist Clients with providing documentations
• Source for client information that is required by the bankers, or clients.
• Drafting accountants letters
• Coordinate monthly or quarterly client obligations
• Coordinate ATO Lodgements including BAS, IAS QPINs to be sent out to clients post instructions from accountants
• Other administrative tasks
• Eg. Uploading documents for e-signature and filing them, closing bank receipts, sending completed Superfund financials to be audited.
• Connect daily to review open items, prioritise and deliver
• Manage formation of companies, trusts and SMSFs, and maintain related documentation.
• Update ABR & ASIC with various changes eg. Shareholders, address, etc
• Manage Annual ASIC Review Notices

Client Service & Corporate Services Coordinator

Executive Assistant

• Manage calendar, meetings, reminders, and scheduling
• Manage inboxes, flag priorities, and draft replies
• Track tasks, follow-ups, deadlines, and loose ends without needing repeated reminders
• Convert rough voice notes, WhatsApp messages, and unstructured instructions into clean action lists and next steps
• Coordinate with staff, suppliers, service providers, and external contacts
• Prepare daily and weekly summaries of what is pending, completed, urgent, and blocked
• Help organize business and personal admin
• Assist with travel planning, appointments, bookings, and coordination where required
• Prepare clean reports, trackers, and dashboards
• Chase people and keep matters moving
• Support the founder in maintaining structure, accountability, and execution consistency
• Use AI tools intelligently to improve speed, organisation, drafting, summaries, and productivity•Use AI tools such as ChatGPT intelligently to help draft, redraft, improve, summarise, and analyse correspondence and documents
• Read AI-generated drafts carefully, edit them properly, add or remove points, change tone or strategy where required, and keep refining them until the desired objective is achieved
• Assist with drafting formal letters, negotiation responses, and structured communications based on the outcome required
• Connect the dots across different facts, messages, and documents rather than simply following instructions mechanically
• Support negotiation processes by understanding the commercial objective, using AI to test different approaches, and helping prepare stronger responses
• Review letters, agreements, and other documents and understand their structure, key issues, and intended outcome

Executive Assistant – Founder

Bookkeeper

• Take full ownership of day-to-day bookkeeping and financial administration
• Manage accounts payable and accounts receivable processes
• Reconcile bank transactions and maintain accurate, up-to-date financial records
• Own and execute the full end-of-month (EOM) process including bank reconciliations, payables/receivables close-off, P&L review, WIP reporting, and management accounts — prepared and delivered without prompting; liaise with the external AU-based accountant for year-end tax and compliance only
• Reduce duplication and back-and-forth by ensuring all records are complete, accurate, and audit-ready
• Prepare and lodge quarterly Business Activity Statements (BAS) accurately and on time, ensuring GST, PAYG withholding, and other obligations are correctly reported
• Manage and maintain accounting records using Xero
• Support job costing, invoicing, and financial tracking across multiple construction projects
• Assist in maintaining financial visibility across active projects
• Improve workflow efficiency between internal operations and external accountants
• Track project budgets, costs, and profitability
• Coordinate with operations to ensure accurate cost allocation using Buildertrend
• Support accurate and timely progress invoicing aligned with project milestones
• Provide general administrative support to the leadership team and operations
• Obtain quotes from subcontractors and suppliers as requested; compare and present options clearly to the team for decision-making
• Set up and manage supplier and subcontractor accounts, including onboarding documentation, insurance checks, and contact management
• Provide general team support including scheduling, document management, correspondence, and ad-hoc tasks as directed by the leadership team
• Manage supplier communication, documentation, and finance-related admin tasks
• Assist in streamlining internal processes to reduce operational friction
• Support scheduling and coordination of finance-related workflows where required
• Maintain and update the Buildertrend CRM, ensuring prospective and existing client records, communications, and follow-up tasks are kept current and accurate
• Support the nurturing of prospective clients through timely follow-up coordination, sending proposals or information as directed, and tracking pipeline status in Buildertrend
• Assist in maintaining strong relationships with existing clients by supporting communication touchpoints, coordinating satisfaction follow-ups, and ensuring client records reflect current project status
• Identify inefficiencies and proactively recommend improvements
• Help transition the business from reactive financial management to a structured, scalable system
• Take initiative in owning and improving finance and admin functions end-to-end

Accountant, Bookkeeper, General Admin Support – Construction Industry

Procurement

• Conduct legal candidate resourcing and headhunting across multiple channels.
• Perform advanced LinkedIn sourcing beyond basic keyword searches.
• Understand legal-specific data points, such as admissions dates and professional credentials.
• Support consultants by providing qualified candidate profiles.
• Assist with administrative tasks to ensure smooth recruitment operations.
• Contribute consistently to the recruitment function with a focus on long-term, reliable support.

Sourcing Specialist

People Operations

• Provides administrative and compliance support to the People and Culture function
• Focuses on documentation, coordination, reporting, and process execution
• Ensures all people processes are completed accurately and on time
• Coordinates recruitment activities, including scheduling interviews
• Maintains recruitment trackers and provides regular status updates
• Supports immigration processing and compliance tracking
• Assists in payroll administration support

People and Culture Administrator

Business Development Rep

• Conduct outreach to accounting firms via email, LinkedIn, and other channels
• Qualify leads and schedule product demos with potential clients
• Follow up with prospects after demos to maintain engagement and move deals forward
• Assist with CRM management, keeping records accurate and up to date
• Provide general administrative and basic support as needed
• Support basic marketing initiatives (e.g., email campaigns, content updates, or social media tasks)
• Collaborate with the team to improve outreach strategies and processes

Business Development, Admin, Marketing VA – Accounting Software

• Provide high-level administrative and operational support to senior executives
• Anticipate priorities and proactively manage schedules, commitments, and deadlines
• Prepare briefing materials, agendas, reports, and presentations for meetings
• Manage complex, multi-time-zone calendars with precision and foresight
• Triage and prioritise inbox communications, draft responses, and escalate where necessary
• Coordinate internal and external meetings, ensuring optimal use of executive time
• Act as a key point of contact between the executive and internal/external stakeholders
• Liaise confidently with clients, partners, and senior leaders
• Ensure timely follow-ups and track all outstanding actions
• Track priorities, projects, and deadlines on behalf of the executive
• Support execution of strategic and operational initiatives
• Maintain structured systems for task tracking, updates, and reporting
• Coordinate domestic and international travel arrangements, including itineraries and accommodations
• Ensure seamless travel planning with contingency considerations
• Prepare confidential documents, executive summaries, and business reports
• Support documentation and presentation development as required
• Maintain accurate records and organised filing systems
• Handle sensitive information with the highest level of discretion
• Represent the executive office with professionalism and integrity at all times

Senior Executive Assistant

Frontend Engineer

• Build responsive, high-quality front-end interfaces using modern JavaScript frameworks and tools (React, TypeScript, etc.)
• Translate UI/UX designs into clean, maintainable, and accessible front-end code
• Develop and maintain CMS-driven and headless website implementations
• Integrate front-end applications with APIs, back-end services, and third-party tools
• Collaborate with designers, back-end developers, and project managers across multiple client projects
• Ensure code quality, performance optimisation, and cross-browser compatibility
• Contribute to improving development workflows, standards, and best practices
• Manage multiple tasks and priorities within a fast-paced agency delivery environment