Virtual Assistant for a Trades and Labor Company in Australia (Home Based Part Time)

Customer Service & Inbox Management

• Manage the business Gmail inbox, responding promptly to customer enquiries.

• Answer incoming calls and follow up on missed calls, voicemails, and messages.

• Manage enquiries through Service.com.au, Facebook, Instagram, and other business channels.

• Collect customer details, property addresses, and job requirements.

• Prioritise important enquiries and keep the owner informed.

• Follow up on outstanding customer messages and requests.

• Ensure all customer enquiries are actioned.

Daily Job Management & Owner Support

• Manage the owner's calendar, appointments, and job bookings.

• Prepare daily schedules with customer names, addresses, appointment times, and job requirements.

• Keep the owner on track with scheduled jobs, priorities, and outstanding tasks.

• Provide reminders about appointments, quotes, and customer follow-ups.

• Check in with the owner as required regarding job progress and scheduling changes.

• Maintain daily and weekly task lists.

• Assist with planning upcoming jobs and appointments.

• Proactively follow through on administrative tasks without constant supervision.

NSW Geography & Job Scheduling

• Demonstrate a good understanding of NSW geography, suburbs, and the business's service areas.

• Use Google Maps to identify locations and estimate travel distances.

• Coordinate bookings based on customer locations and the owner's availability.

• Group nearby jobs together where practical to reduce unnecessary travel.

• Allow appropriate travel time between appointments.

• Confirm enquiries outside the usual service area with the owner.

• Communicate booking confirmations and changes to customers.

Quoting & Booking Coordination

• Contact prospective customers to discuss gardening and maintenance requirements.

• Gather information about property size, lawn conditions, and services required.

• Assist with preparing and sending quotes using the owner's pricing guidelines.

• Refer unusual or complex jobs to the owner for pricing approval.

• Follow up on outstanding quotes to help secure bookings.

• Maintain records of quotes and confirmed jobs.

• Coordinate bookings with the owner's schedule.

Basic Invoicing & Bookkeeping

• Use the client's existing invoicing app to prepare and send customer invoices.

• Ensure invoices include the correct customer details, services completed, and agreed pricing.

• Issue invoices promptly following completed jobs.

• Keep invoice records organised and up to date.

• Track invoices that have been sent, paid, or remain outstanding.

• Follow up on unpaid invoices with customers when required.

• Assist with basic bookkeeping and recording business expenses.

• Organise receipts and supplier invoices.

• Maintain simple and accurate financial records for the owner.

• Provide basic summaries of outstanding invoices when requested.

General Administration & Business Operations

• Maintain accurate customer contact details and job records.

• Update spreadsheets tracking enquiries, quotes, bookings, and completed jobs.

• Organise business documents and customer correspondence.

• Keep track of outstanding administrative tasks.

• Help improve day-to-day administrative processes.

• Complete general administration and ad hoc tasks as required.

Social Media & Business Growth Support

• Respond to customer enquiries through Facebook and Instagram.

• Assist with maintaining the business's online presence.

• Schedule simple social media posts showcasing completed gardening work.

• Follow up with previous customers regarding repeat gardening and maintenance services.

• Assist with encouraging customer reviews and referrals.

• Help identify opportunities for ongoing maintenance bookings.