[Hiring] Virtual Assistant @Amped HQ 2025

Role Description

We are seeking an organised, independent, and proactive Virtual Assistant (Office Administrator) to join a growing residential painting business specialising in high-quality repaints and new residential builds. In this role, you will serve as the administrative backbone of the company, managing day-to-day operations, job scheduling, invoicing, payroll preparation, and communications. Because this is a 100% work-from-home position, trust, clear communication, and self-motivation are essential to keeping the team running smoothly.

Primary Responsibilities

• Job Scheduling & Calendar Management
  • Manage the team's master schedule in Fergus, allocating residential repaint and new-build projects based on agreed plans.
  • Keep the Fergus calendar accurately updated to reflect job movements, delays, early completions, or scope additions.
  • Ensure painters and site workers receive clear job information, including site addresses, client contacts, and special instructions.
  • Set up new client accounts and maintain accurate job records in Fergus.
• Invoicing & Accounts Support
  • Process and allocate supplier invoices to correct jobs in Fergus to ensure accurate job costing.
  • Monitor customer invoicing, ensuring completed or approved jobs are billed promptly (within 24–48 hours).
  • Issue client invoices, follow up on outstanding accounts professionally, and escalate overdue or disputed accounts to the Owner.
  • Assist with setting up new trade accounts with suppliers.
• Payroll Preparation & Administration
  • Collect, review, and verify weekly staff timesheets and hours.
  • Proactively follow up with painters regarding missing or unclear time records.
  • Finalise accurate payroll hours every Thursday for seamless processing.
  • Ensure hours are correctly allocated to individual jobs before payroll is processed.
• Communication & General Administration
  • Manage business email inboxes, responding to routine inquiries and prioritizing urgent matters for the Owner.
  • Maintain organized digital files for supplier accounts, client records, invoices, and compliance documentation.
  • Maintain regular contact with the Owner and team regarding scheduling updates, client matters, and administrative bottlenecks.

Benefits

• Permanent WFH setup with complete equipment provided from day one.
• HMO coverage, comprehensive government mandates, and a generous annual support for gym and education.
• Generous leave plan including vacation, sick, mental health, and birthday leaves, plus monthly gratitude events and incentives.
• Competitive salary package, annual transparent performance appraisals, bonuses and clear pathways for career advancement with direct access to senior leadership.