[Hiring] Virtual Assistant - Admin & Operations Support @Hunt St

Role Description

Looking for Philippines-based candidates

Job Role: Virtual Assistant – Admin & Operations Support (Part-Time)

Compensation range: $9 – $12 per hour depending on experience

Engagement type: Independent Contractor Agreement

Work Schedule: This role is expected to require a minimum 30 hours per week, with the opportunity to transition to full-time after the probation period. As a contractor, you’ll have flexibility in how you manage your schedule, but availability for collaboration from 8:00 AM AEST, Monday to Friday is preferred.

Role Overview: The owner is ready to hand off day-to-day admin to focus on business development and growth. This isn't a task-ticker role — it's a genuine opportunity to take ownership of the operational and communication side of a real, active business.

You'll be the person clients hear from, the one who keeps the team informed, and the reason the business runs smoothly. Clear systems, templates, and training will be provided — but we're looking for someone who gets on with it, spots what needs doing, and takes pride in doing it well.

If you want a role where your contribution actually matters and there's real room to grow — this is it.

Key Responsibilities

• Client Communication:
  • Respond to client enquiries via phone calls, email, SMS, and messaging platforms promptly and professionally.
  • Act as the first point of contact when the business owner is unavailable.
  • Send follow-up messages and review requests using provided templates.
  • Handle routine guest messages for co-hosted short-term rental properties (training provided).
  • Pre-screen new client enquiries and basic job applications.
• Scheduling & Operations:
  • Assist with cleaner scheduling and job allocation using Tradify.
  • Coordinate job changes and communicate updates to the team via WhatsApp.
  • Follow up with cleaners regarding missing information or schedule changes.
  • Assist with coordination of linen and laundry pickups when required.
• Administration:
  • Maintain and update the client database on Google Sheets with accurate records and service history.
  • Organise Google Drive, spreadsheets, and documents.
  • Prepare simple summaries and reports (bookings, feedback, enquiries).
  • Manage the business owner's personal and business calendar using Motion.
  • Post job advertisements for cleaners and assist with basic applicant tracking.
  • Book and manage appointments when requested.
• Business Development Support:
  • Research potential commercial cleaning clients.
  • Identify potential DVA (Department of Veterans' Affairs) client opportunities.
  • Build and maintain a prospect list.
  • Monitor community groups and platforms for new opportunities.
  • Assist with outreach messages or introductions.
• Marketing Support:
  • Help collect photos and videos from cleaners for social media.
  • Create and schedule social media posts and reels.
  • Help prepare simple flyers or promotional materials.

Growth Opportunities — Where This Role Is Heading

This role is designed to grow with you. As trust is established and the business develops, you will take on increasing responsibility including:

• Timesheet review and payroll support.
• Invoice preparation and payment follow-ups.
• Social media content creation and scheduling.
• Identifying and implementing automation and AI tools to improve business efficiency.
• Broader operational ownership as the business scales.

We want someone who sees this as a career opportunity, not just a job. If you're proactive, ambitious, and want to grow with a business — this is the right role for you.

Qualifications

• 2+ years of experience in a strong administrative and operational support role.
• Excellent written and spoken English — must write in Australian English spelling and tone (not US English).
• Confident handling client-facing communication across phone, email, SMS, and messaging platforms.
• Must have a quiet, professional workspace suitable for client calls — this is non-negotiable.
• Reliable internet connection and stable remote work setup.
• Strong organisational skills with high attention to detail and the ability to manage multiple priorities accurately and efficiently.
• Highly tech-savvy and quick to learn new tools, systems, and workflows — proactive approach to adopting technology.
• Comfortable using or learning CRM and operational tools such as GoHighLevel (GHL) — full technical setup is not required, but willingness to learn and use these tools once configured is essential.
• Actively uses AI tools such as ChatGPT or Claude to improve speed, accuracy, and efficiency of output — this is a core expectation, not a nice-to-have.
• Proficiency in Google Workspace (Sheets, Docs, Drive, Calendar) and general business productivity tools.
• Demonstrated ability to work independently with minimal supervision, take ownership of responsibilities, and proactively flag issues or risks.
• Reads and follows onboarding materials, SOPs, and process documentation thoroughly before escalating questions.
• Strong commitment to accuracy, quality, and efficiency — tasks must be completed effectively without unnecessary time wastage.
• Honest and accurate in representing skills, experience, and capability level.
• A proactive, growth mindset — someone who doesn't just complete tasks but looks for ways to improve how things are done.

What Success Looks Like

• Client enquiries are answered promptly and professionally.
• Cleaners receive clear schedule updates without the owner having to follow up.
• Records and client data remain organised and accurate.
• Routine admin tasks are handled independently without delays.
• The business owner can step away knowing everything is running smoothly.
• The role grows over time as trust and capability are demonstrated.

Work Arrangement & Expectations

This role begins as an independent contractor engagement. After the probation period, there is an opportunity to transition to full-time employment. The arrangement will be discussed and agreed upon based on mutual preference and business needs at that stage.

To ensure alignment and transparency, successful candidates will be expected to:

• Be available for meetings and collaboration during core AEST business hours.
• Disclose any existing ongoing roles or client work — exclusivity is required for this engagement.
• Reflect this engagement on their LinkedIn profile (clearly marked as Independent Contractor).
• Maintain a quiet, professional workspace with a reliable connection for all client-facing calls and team meetings.