Virtual Assistant / Operations Assistant
Operations
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