[Hiring] Virtual Assistant @Outsourcey

Role Description

This is a remote position. Looking to take your career to the next level? Then this role is for you! Join Outsourcey and be part of our mission to revolutionize global talent expansion! We connect businesses with dedicated full-time teams in the Philippines, offering cost-efficient solutions without compromising quality. Join us and help elevate businesses with complete control and comprehensive support, let's shape the future of work together!

Qualifications

• Min 4 years of experience as a Senior Virtual Assistant, Executive Assistant, Operations Assistant or similar role, preferably supporting an Australian trade, construction, property or service-based business.
• Experience with Go High Level CRM is essential.
• Proven experience with quoting, invoicing, administration and customer or job management processes, with strong attention to financial and operational accuracy.
• AI-native mindset with hands-on experience using AI tools and automation platforms to streamline repetitive tasks, improve workflows and increase productivity.
• Excellent written and verbal English communication skills, with the confidence to communicate professionally with customers, contractors, suppliers and internal team members.
• Highly proactive, organised and self-directed, with the ability to take ownership of tasks, anticipate what the Director needs and identify opportunities to improve how the business operates.

Requirements

• Prepare and manage customer quotes by gathering job information, reviewing requirements, coordinating with electricians where necessary and ensuring quotes are accurate and sent promptly.
• Manage invoicing processes from completed jobs through to invoice preparation, issuing, record keeping and follow-up of outstanding invoices.
• Manage general administrative workflows including email management, customer enquiries, data entry, document organisation, job administration and internal coordination.
• Support the Director and electrical team by taking ownership of recurring administrative tasks, following up outstanding actions and ensuring important items do not fall through the cracks.
• Coordinate information between customers, electricians, suppliers, property managers and other stakeholders to ensure jobs progress smoothly and required information is available.
• Maintain accurate customer, job, quote and invoice records across relevant systems, ensuring information is consistently updated and easy to access.
• Identify repetitive or time-consuming processes and implement AI tools, automations and workflow improvements to reduce manual administration and improve operational efficiency.
• Continuously review existing administrative processes and proactively recommend better ways to manage quoting, invoicing, communication, scheduling, documentation and other business workflows.

Benefits

• Competitive salary
• Opportunity to shape the HR function of a rapidly growing BPO.
• Work closely with a team of industry leaders who have successfully scaled BPOs in the past.
• Career growth and development opportunities.