VirtualStaff365

Administration

• - Monitor company inboxes for incoming supplier invoices.
• - Download, review, and accurately code invoices.
• - Enter invoices into construction/accounting systems.
• - Allocate invoices to correct jobs, cost codes, and project stages.
• - Match invoices to purchase orders where required.
• - Reconcile supplier statements against processed invoices.
• - Identify missing invoices or discrepancies.
• - Follow up suppliers via email for outstanding documents.
• - Maintain organised digital records of invoices and statements.
• - Ensure all entries are processed within **24–48 hours**.
• - Assist with backlog processing and general accounts data entry.
• - Keep the accounts system clean, accurate, and up to date.

Accounts Administrator

Customer Support

• - Handle inbound customer communications via phone and email professionally and courteously.
• - Deliver first-contact resolution and escalate issues when necessary.
• - Process orders, returns, and replacements accurately while maintaining price integrity.
• - Liaise with internal teams (Technical Support, Logistics, Sales) to complete order processes.
• - Manage back orders and update customers as stock becomes available.
• - Maintain up-to-date knowledge of company products and services to provide accurate information.
• - Keep customer records accurate and confidential in CRM systems.

Customer Service Representative, Retail Experience

Data Entry

• Enter, update, and maintain accurate client records in Servicem8 and other internal systems.
• Process high-volume, repetitive administrative tasks in accordance with documented procedures.
• Review job notes and client records to ensure information accuracy (“read the notes” principle).
• Confirm client readiness for bookings and services, sending reminders, confirmations, and follow-ups.
• Liaise with sales and operations teams to validate job status and timelines.
• Update booking statuses and workflow stages within systems.
• Flag inconsistencies, missing information, or potential risks to the Team Lead.
• Support the sales funnel with administrative updates and task progression.
• Maintain clean, structured, and audit-ready data records.
• Follow documented processes and training materials consistently.
• Assist other teams (marketing, admin) if capacity allows.

Accounts Administrator

Customer Service Representative, Retail Experience

Data Entry Support Officer