VirtualStaff365

Graphics Designer

• - Develop brand strategies, visual concepts, and creative assets
• - Design logos and manage brand guidelines from concept through to completion
• - Create compelling presentations and capability statements
• - Design websites and UX/UI interfaces, with a focus on WordPress sites and landing pages
• - Produce creative assets and campaign graphics for social media platforms
• - Create animations, video edits, and motion graphics using Premiere Pro and After Effects
• - Provide creative direction and art direction across diverse client portfolios
• - Collaborate closely with account managers, content writers, and project leads
• - Oversee print production and maintain relationships with external print suppliers

Senior Graphic Designer

Frontend Engineer

• Handle basic page updates, content population, and layout adjustments across WordPress sites
• Troubleshoot common website, layout, form, and plugin problems
• Test all changes across various devices and browsers to confirm proper functionality before handing work back
• Follow established processes strictly and flag any instructions that are unclear
• Escalate issues that fall outside the defined scope to senior team members
• Assist marketing coordinators with day-to-day email and technical tasks
• Fix email template issues and adjust formatting as required
• Respond promptly to technical enquiries and turn around small requests efficiently
• Use AI tools safely to research solutions, learn underlying concepts, and debug code
• Write clear, detailed prompts to explain technical issues, code snippets, and attempted fixes
• Verify all AI-generated suggestions and code before applying them to live environments

Web Developer, WordPress

Administrative Assistant

• Manage daily administrative tasks including meeting scheduling and email management
• Assist the Managing Director with daily task coordination, scheduling, and follow-ups
• Attend internal team meetings to capture accurate minutes and update action items in ClickUp
• Support general office administration, file organisation, and internal documentation
• Assist with the preparation of client reporting and basic research tasks
• Maintain and update internal staff records within BrightHR
• Schedule and publish digital content across social media channels using Sendible
• Maintain and monitor the agency content calendar to ensure timely publication
• Support the execution of newsletters and email marketing campaigns via HubSpot and Mailchimp
• Perform basic website updates and simple page modifications within WordPress
• Develop presentations, proposals, and marketing offers based on briefs from internal meetings
• Assist the marketing team with general campaign execution and reporting analytics
• Design high-quality LinkedIn banners, documents, and promotional marketing collateral
• Create engaging carousels and basic GIFs for LinkedIn and other social platforms
• Perform simple video editing and formatting to match brand guidelines
• Ensure all designed materials maintain strict brand consistency and a professional look

Marketing Administrative Assistant

Bookkeeper

• Process end-to-end payroll accurately and efficiently
• Manage and process accounts payable transactions
• Ensure all payments are coded and recorded correctly in the system
• Reconcile bank accounts daily
• Manage and reconcile inter-entity transactions
• Ensure all ledger entries are accurate to minimise review points
• Prepare monthly accounts using MYOB and Xero
• Compile cash flow statements and reports once fully trained on internal systems
• Deliver financial reporting on time to meet strict internal and external deadlines
• Manage occasional inbound calls and team queries efficiently
• Collaborate with internal teams via Microsoft Teams to resolve queries
• Maintain tidy, well-organised digital files and records

Senior Bookkeeper

Compliance

• Maintain compliance files and technical documentation systematically
• Organise and maintain filing systems and document control structures
• Rename, merge, and update compliance files and folder structures
• Keep Declarations of Conformity up to date
• Verify warning labels, care instructions, barcodes, and country of origin information against compliance checklists
• Log customer quality complaints and track product defects
• Coordinate product samples between suppliers and testing laboratories
• Follow up with suppliers and laboratories for testing reports and documentation
• Coordinate social audits with suppliers and maintain testing schedules
• Liaise with international suppliers and labs to resolve pending documentation
• Manage outbound calls to suppliers and laboratories as required
• Enter and maintain product information in the ERP system
• Upload social audit information into Microsoft Dynamics AX
• Upload compliance and quality information into Salsify
• Assist with data entry for chemical assessments
• Coordinate Electrical Equipment Safety System renewals for approval
• Prepare weekly compliance reports and track outstanding documentation

Compliance Administration Assistant

Digital Marketing

• Maintain product listings, web content, pricing updates, and promotions across Shopify, WooCommerce, and WordPress
• Support administration for Amazon Vendor Central and Mirakl marketplace platforms including catalogue updates and performance reporting
• Prepare regular e-commerce performance reports covering website sales, campaign activities, customer data, and paid media results
• Build and schedule targeted email marketing campaigns, audience segments, and automated flows using Omnisend or GetResponse
• Manage customer data list hygiene, segmentation, and reporting
• Support approved Meta and Google Ads campaigns through routine setup, ongoing optimization, reporting, and performance tracking
• Create basic visual campaign assets using Canva and maintain marketing promotional calendars
• Conduct daily outbound calls to follow up with warm sales opportunities and ensure clients have received orders or product samples
• Assist with basic invoicing and purchase administration within Xero subject to onshore approval
• Provide general administrative and data entry support to the broader team

E-Commerce, Digital Marketing Assistant

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