Role Overview
We are seeking a highly organized and tech-savvy Administrative Virtual Assistant (VA/EA) to serve as the operational backbone for our internal team. This is a dedicated back-office role designed for a "systems person" , someone who thrives on keeping records clean, schedules tight, and data accurate.
While we operate in the manufacturing sector, you don’t need a background in the industry. We are looking for a professional with years of Virtual Assistant or Executive Assistant experience who can master our digital workflows. If you are quick to learn new software and can manage complex data entry with precision, we will provide all the industry-specific training you need.
Key Responsibilities
Workflow & Data Administration
Job Management: Create and update digital job cards and folders within our internal system.Data Entry: Maintain accurate records of SKUs, part numbers, and production statuses.Quoting Support: Assist in generating quotes by following established pricing structures (full training provided).
Payroll & Timekeeping Support
Manage employee time entries and attendance records within our payroll system.Ensure all time-logs are consistent and ready for internal reporting.
Documentation & Compliance
Handle government portal uploads and compliance paperwork.Complete internal safety and risk forms (e.g., HAVRAS) based on provided data.Organize and maintain a clean digital filing system for all company documentation.
Process Execution (SOPs)
Operate independently by following screen-recorded training (Loom) and written SOPs.Maintain and update internal documentation as processes evolve.
Required Experience & Skills
4+ Years of Experience: Proven track record as a VA, EA, or Operations Support specialist.Tech Proficiency: Highly "computer literate"—you pick up new software quickly and are comfortable navigating multiple portals and spreadsheets.Excellent English: Strong written and verbal communication skills for professional phone interactions.Attention to Detail: High accuracy in data entry and the ability to follow multi-step processes.Reliability: Ability to work Brisbane business hours consistently.
Tools & Systems
Communication: Slack/WhatsApp for internal team syncs.Training: Loom (for following and creating video SOPs).Management: Internal Payroll and Job Management software (Training provided).Standard Suite: High proficiency in spreadsheets and document management.
Working Hours & Environment
Location: 100% Remote (Internal support only; no client-facing calls).Time Zone: Brisbane, Australia (AEST).Schedule: Full-time (~38–40 hours/week).Typical Shift: 7:30 AM – 4:00 PM (Early finish on Fridays at ~2:30 PM).