VirtualStaff365

Administration

• Create and maintain project records within Monday.com and internal systems
• Set up project folders and maintain document filing structures
• Coordinate project documentation and ensure records remain current and accurate
• Manage workflow updates and task progression throughout the approvals process
• Monitor project milestones and follow up on outstanding actions
• Prepare administrative components of Development Applications, Construction Certificates, and Complying Development Certificates
• Prepare the administrative components of Activity Applications and Commencement of Work submissions
• Upload and download documentation through the NSW Planning Portal and council portals
• Maintain application records, reference numbers, submission dates, and approval statuses
• Monitor portal notifications and communicate updates to relevant stakeholders
• Track application progress and maintain approval registers
• Draft and issue standard client correspondence using approved templates
• Follow up with clients to obtain required documentation and information
• Provide administrative updates regarding application progress and approval milestones
• Coordinate the collection of signed forms, agreements, and supporting documents
• Assist with general client enquiries relating to application administration
• Maintain version control of project documentation
• Prepare service agreements and standard forms using approved templates
• Ensure project files are complete, organised, and audit-ready
• Coordinate the storage and retrieval of project records and approvals documentation
• Monitor NSW Planning Portal applications and track council notification periods
• Track outstanding council invoices and payment statuses
• Escalate requests for information, approval delays, or compliance concerns to the onshore team
• Assist with social media scheduling, content administration, and enquiry databases

Approvals Administrator

Accounts Receivable

• Monitor and manage the debtors report across multiple job types daily
• Review job statuses and customer notes to determine appropriate follow-up actions
• Follow up on outstanding payments from customers via phone and email in a professional manner
• Chase outstanding payments at key billing milestones including specific project claim stages
• Process credit card payments over the phone and handle inbound accounting enquiries
• Identify non-compliant or difficult payment situations and escalate them appropriately
• Follow up on expired maintenance agreements and send out renewals to customers
• Send regular acceptance invoice reports to internal stakeholders twice weekly
• Maintain up-to-date payment status notes and accurate collection records
• Cross-check accounts receivable records against accounting software reports
• Attend weekly team meetings to discuss outstanding payment issues and strategies
• Liaise with internal installation, service, and electrical departments to resolve customer disputes
• Assist with ad-hoc accounts receivable administrative tasks and customer communications

Accounts Receivable – Payment Collections Officer

Ecommerce

• Manage and update product listings within Shopify across two online stores
• Clean and standardise product data, including weights, descriptions, images, and variants
• Create and optimise product listings with accurate meta titles and descriptions
• Prepare and execute bulk product uploads via spreadsheets and CSV files
• Support ongoing product uploads from new supplier inventory and liaise with suppliers for details
• Identify and resolve duplicate or inconsistent listings across both websites
• Respond to customer emails and handle online chat support within required timeframes
• Resize and optimise product images for website use while creating SEO-friendly alt text
• Monitor website listings for errors, missing information, or out-of-stock issues
• Assist with category organisation, website merchandising, and seasonal product updates
• Upload and organise invoices or stock documentation
• Assist with basic competitor and pricing research alongside general eCommerce tasks

eCommerce Assistant, Shopify

Email Marketing Manager

• Build, schedule, QA, and deploy EDM campaigns and automated flows within Klaviyo
• Manage and optimise customer lifecycle journeys, including welcome, abandoned cart, browse abandonment, win-back, post-purchase, and promotional campaigns
• Maintain CRM campaign calendars and ensure campaigns are delivered on time and accurately
• Support SMS and retention marketing initiatives where required
• Develop and maintain audience segmentation strategies based on customer behaviour, engagement, lifecycle stage, and purchase history
• Conduct A/B testing across subject lines, creative, content, timing, and segmentation
• Monitor deliverability, list hygiene, suppression logic, and email marketing best practices
• Support landing page optimisation, customer journey mapping, and broader digital marketing initiatives
• Write compelling email copy aligned with the brand tone of voice and campaign objectives
• Design and build visually engaging emails using Klaviyo templates and UX best practices
• Brief internal or external creative teams regarding campaign assets and promotional requirements
• Collaborate with Marketing, Creative, eCommerce, and Data teams
• Provide secondary support in paid media marketing, trade marketing, or content marketing projects up to 20% capacity
• Analyse campaign performance, including open rates, click-through rates, conversion, revenue attribution, unsubscribe rates, and retention metrics
• Prepare regular CRM reporting with actionable insights and recommendations

Email Marketing, CRM Coordinator

Analyst

• Build and stress-test cash flow, IRR, and valuation models using Microsoft Excel and bespoke platforms
• Conduct commercial property and market research, including comprehensive comparable sales and rental analysis
• Review tenant schedules, rent rolls, outgoings, valuations, and contracts to identify commercial risks and quantify financial impacts
• Research tenant covenants, vendors, comparable market evidence, and submarket fundamentals
• Screen on-market and off-market opportunities against specific client mandates and internal investment criteria
• Run buyer-side due diligence workflows and coordinate with legal, technical, environmental, and financial advisors
• Complete detailed lease abstractions, review lease documentation, and identify material risks
• Prepare agent question lists, data room gap lists, and DD query schedules
• Prepare professional investment reports, deal papers, investment committee summaries, and client-facing memorandums
• Maintain organised transaction records, data room documentation, and structured reporting files
• Assist with the continuous refinement of internal templates, processes, and corporate frameworks
• Support senior advisors and directors with comprehensive transaction coordination and administrative tasks

Property Analyst

• - Conduct 10 to 15 outbound calls per day to target schools across Victoria
• - Introduce the company's staffing services and subscription model to prospective institutions
• - Navigate school reception teams to connect with daily organisers, human resources personnel, or business managers
• - Send professional introductory and follow-up emails using established company templates
• - Utilise warm leads and assist in refining outreach strategies and scripts
• - Book Microsoft Teams or face-to-face presentation meetings for the Director
• - Maintain highly accurate records of contacted schools and overall lead progress
• - Support continuous pipeline management and track prospective school interactions
• - Assist with the seamless onboarding of schools once service agreements are finalised
• - Verify school contact information through public sources and official websites
• - Track and report outreach activities using dedicated spreadsheets and administrative tools
• - Maintain strict data security and confidentiality regarding school and company information

Sales Administrator

Operations

• - Provide day-to-day administrative, scheduling, and operational support to the Chief Operating Officer
• - Assist the Account Manager with client documentation, correspondence, and record keeping
• - Provide administrative support to manage client accounts and service requests
• - Track client deliverables, action items, and follow-ups to ensure timely completion
• - Support the preparation of client reports, updates, and documentation packs
• - Assist with internal operational process documentation and improvements
• - Support invoice tracking and documentation coordination
• - Maintain accurate client, project, and operational records across company systems and filing platforms
• - Assist in tracking project timelines, schedules, deliverables, and progress updates
• - Coordinate communication and email flow between internal teams, site teams, contractors, and clients
• - Track subcontractor schedules and project progress updates
• - Maintain daily site reports and project documentation registers
• - Monitor and track expiration dates for company trade licences, permits, and regulatory registrations
• - Coordinate the timely renewal of company licences and compliance documentation
• - Track employee certifications, insurance policies, and professional licences
• - Liaise with relevant authorities and service providers to ensure ongoing compliance
• - Maintain an updated compliance and renewal calendar to avoid missed deadlines
• - Assist in compliance tracking for safety documentation, permits, and inspections

Operations and Account Support Coordinator

Financial Planning and Analysis

• Assist with processing financial transactions and maintaining accurate records.
• Handle accounts receivable/payable tasks, including invoice processing and payment follow-ups.
• Phone Support: Manage inbound and outbound calls related to accounts receivable, vendor inquiries, and payment resolutions.
• Maintain and monitor the finance department’s email inbox, ensuring timely responses and accurate record-keeping.
• Liaise with internal teams and external stakeholders to resolve finance-related concerns.
• Ad-Hoc Tasks: Provide general administrative support to the finance team as needed.

Finance Administrator – AP/AR

Human Resources

• Track staff attendance and leave using Time Doctor
• Support onboarding and offboarding processes
• Maintain up-to-date HR records and reports
• Communicate updates with clients and staff (e.g. lateness, absences)
• Handle HR admin tasks: performance tracking, staff concerns, documentation
• Manage gift/voucher sending and assist in holiday or emergency messaging.

HR Administrator

• Perform live allocation and scheduling of linehaul runs, including night shifts and last-minute operational changes.
• Communicate directly with drivers regarding run allocation, route changes, rest breaks, and fatigue management.
• Ensure full compliance with NHVR regulations, Chain of Responsibility (CoR), driver hours, and work diary requirements.
• Liaise with major clients regarding pickups, deliveries, service updates, and operational changes.
• Monitor live operations and respond to incidents such as breakdowns, delays, accidents, or route disruptions.
• Coordinate fleet availability, including mechanical issues and workshop scheduling.
• Make time-critical decisions to minimise service disruption while maintaining safety and compliance.
• Maintain accurate operational records and allocation data within scheduling and TMS platforms.

Linehaul Allocator – Fleet Operations

Learning and Development

• Coordinate all aspects of inbound, outbound, and Zoom training sessions, ensuring smooth and effective delivery for Dermal Educators and clients.
• Respond promptly to training inquiries and provide ongoing client support for the online learning platform, The Education HUB.
• Assist clients with training queries, platform access, navigation, and troubleshooting on The Education HUB.
• Monitor and manage training class numbers, liaise with the Education Manager, and communicate model requirements to clients.
• Promote and administer the Travel Rebate program, ensuring all eligible clients are informed and supported throughout the process.
• Maintain and update the Training Calendar with Dermal Educator schedules plotted three months in advance.
• Communicate proactively with clients regarding training cancellations, rescheduling, and any changes to their training journey.
• Issue Training Certificates and monitor Competency Checklists in a timely manner.
• Maintain organized and accurate client communications and feedback records in Highrise.
• Schedule and manage Zoom training sessions, ensuring no scheduling conflicts across Education HUB accounts.
• Assist clients with enrolling in inbound training sessions and manage workshop schedules accordingly.
• Coordinate all travel logistics for Dermal Educators conducting outbound training, including booking flights, accommodation, and car hire through Flight Centre and other providers.
• Prepare and distribute detailed travel itineraries to Dermal Educators and upload all relevant travel documentation to the Training Calendar.
• Liaise with the Education Manager and Dermal Educators to ensure all travel arrangements are confirmed, cost-effective, and finalized at least one week prior to training.
• Confirm outbound training sessions with clients via phone one week before the scheduled date.
• Send Room Requirements to outbound clients, monitor responses, and upload premise photos to Highrise for approval.
• Enroll clients in relevant Education HUB modules within 24 hours of request and send welcome and navigation support emails.
• Troubleshoot platform issues and provide ongoing assistance to clients using The Education HUB.
• Monitor student messages and relay inquiries to the appropriate department promptly.
• Support the Global Education Innovator with Education HUB tasks as required.
• Deliver high standards of client support in line with the company's mission to "Make People Feel Wonderful."
• Develop a thorough understanding of departmental practices to effectively filter calls and direct inquiries to the right teams.
• Actively contribute to team meetings and help improve internal protocols and processes.
• Maintain accurate and up-to-date client records in Highrise following every client interaction.
• Provide general product and service information to clients and redirect inquiries to the appropriate department.
• Uphold and role model company values daily — Reliability, Accountability, Passion, Innovation, Respect, Support, Commercial Mindset, and Fun.
• Perform additional reasonable tasks as required to support the smooth operation of the business.

Training Coordinator

Executive Assistant

• - Manage executive calendars, appointments, and travel arrangements
• - Screen and prioritise emails, calls, and various correspondence
• - Work with the Office Manager to prepare meeting agendas, notes, and follow-up actions
• - Assist in the preparation of internal and external communications
• - Support the Managing Director in meeting personal and professional deadlines
• - Coordinate with external service providers including accountants and IT specialists
• - Support HR administration tasks such as contracts and onboarding processes
• Marketing and Brand Coordination
• - Assist in developing and updating social media content across LinkedIn and Instagram
• - Help create engaging newsletters and website content
• - Maintain and update the client and referral database within the CRM
• - Support relationship management and business development initiatives
• - Assist in the coordination of events and sponsorships to enhance brand visibility
• - Liaise with external vendors such as designers, photographers, and SEO consultants
• - Ensure brand consistency across all company materials and touchpoints
• - Track marketing budgets, invoices, and calendar deadlines.

Executive Assistant – Marketing Coordinator

Customer Support

• Respond to enquiries via email, marketplaces, HubSpot, and Podium live chat while managing reviews on Google and Trustpilot.
• Process orders across multiple channels, manage product/fitment enquiries, and provide accurate delivery estimates (ETAs).
• Review and route orders in HubSpot, send invoices, and handle replacement requests by reviewing technical catalogues.
• Proactively manage weekend order processing to ensure the weekday team starts with a clear queue.
• Conduct lead generation for the fleet and transport sectors via LinkedIn and draft weekly social media posts.

Customer Service Representative – After-Hours, Weekend Support

• - Process sold property files by entering sales details into Box+Dice (CRM & Trust Account Software).
• - Save signed contracts and sales documentation into OfficeTech.
• - Confirm deposit funds held in trust and liaise with solicitors as required.
• - Send signed contracts to solicitors and maintain accurate filing.
• - Prepare draft account sales, follow up on settlements, and send confirmations.
• - Ensure trust account transactions comply with industry regulations.
• - Collaborate with internal and external stakeholders to ensure smooth settlements.