Virtual Assistant / Operations Assistant

Overview of the Company

A boutique business finance broker based in Alexandria, NSW, Australia, specialising in helping businesses grow through tailored finance solutions. Their services include:

• Equipment and Asset Finance: Assisting businesses in acquiring income-generating equipment.
• Rental and Operating Lease: Offering flexible leasing options for various business needs.
• Chattel Mortgage: Providing finance solutions for purchasing business assets.
• Debtor and Cashflow Finance: Helping businesses manage their cash flow through invoice financing.
• Small Business Loan: Providing loans to support short-term cash flow needs.
• Business, Commercial, and Property Loan: Offering finance solutions for larger business investments and property purchases.

With over 33 years of combined experience, they navigate the complex finance landscape to find the most suitable financial products for their clients. Their goal is to build long-term relationships based on trust and to support their clients' growth and success.

Job Summary:

We are seeking a highly organised and detail-oriented Virtual Assistant / Operations Assistant to support our business operations. The ideal candidate will have experience in administrative support, lead management, procurement, reconciliation, and CRM automation. They must be tech-savvy, proactive, and comfortable working with various software tools to improve business efficiency.

Key Responsibilities: Administrative Support:

• Email management (sorting, prioritising, responding to emails)
• Calendar management and scheduling
• Document handling and organisation

Data Entry & Processing:

• Entering and managing data for finance and operations
• Processing tax invoices and requests
• Verifying and inputting legal names, addresses, equipment details, and amounts

Lead & Sales Support:

• Managing and responding to incoming leads promptly
• Sending out lead response emails and follow-ups
• Ensuring all lead-related communication is tracked and managed

Procurement & Order Management:

• Sending and managing purchase orders
• Cross-checking purchase orders with sales orders
• Following up on supplier invoices and order deliveries

Reconciliation & Financial Coordination:

• Weekly reconciliation of invoices across Xero, Lightspeed (POS), and Unleashed (Inventory Management)
• Ensuring financial records match across platforms
• Identifying and addressing discrepancies

Process & Workflow Automation:

• Working with CRMs and automation tools (e.g., Zoho)
• Managing workflow automation to streamline administrative tasks
• Ensuring tasks follow structured, repeatable processes

Customer & Internal Communications:

• Managing lead-related and customer enquiries
• Sending automated and scheduled communications (e.g., birthday emails, holiday updates)

System & CRM Management:

• Supporting transition and integration of Zoho CRM
• Maintaining structured workflows for business processes
• Managing CRM-related tasks such as data entry and follow-ups

Website & Product Management (Future Task):

• Uploading product images and descriptions to Shopify
• Managing product updates and SEO-related changes
• Ensuring product listings are optimised

Required Skills & Experience:

• Strong attention to detail and accuracy
• Ability to manage and prioritise multiple tasks
• Excellent organisational and time management skills
• High level of initiative and problem-solving ability
• Strong written and verbal communication skills
• Ability to work independently and take ownership of tasks
• Experience with CRM systems (Zoho, HubSpot, Salesforce, etc.) preferred
• Proficiency in Xero, Lightspeed (POS), Unleashed (Inventory Management), and Shopify is a plus
• Experience with project management tools like Asana, Trello, or Monday.com