[Hiring] Operations & Client Support Virtual Assistant @Hunt St

Role Description

We are hiring an overseas Virtual Assistant to support our team across:

• Accounts receivable
• Sales support
• Project administration
• Personal assistant support for directors
• Order processing
• Freight follow-up
• General company coordination

This role requires someone who is organised, proactive, detail-focused, and confident working across Xero, Salesforce, spreadsheets, and internal admin systems.

This is a broad support role with a strong focus on follow-through. The right person will be comfortable handling overdue accounts, supporting warm sales leads, setting up projects correctly in Salesforce, processing website orders quickly, following up freight issues, assisting the company directors with PA tasks, and helping make sure no project or task falls through the cracks.

Key Responsibilities

• Accounts Receivable and Debt Follow-Up
  • Review overdue accounts in Xero on a regular basis.
  • Cross-check each overdue account in Salesforce before contacting the customer.
  • Look for any notes, updates, or issues that may explain delayed payment, including:
    • Installation delays
    • Questions about quality of finish
    • Customer complaints or concerns
    • Unresolved service or project issues
  • Make sensible decisions about whether an account should be followed up immediately or escalated internally first.
  • Keep accurate notes on actions taken, customer responses, and next steps.
  • Escalate sensitive or complex accounts to management before applying pressure.
  • Use a friendly, professional, and respectful tone in early-stage payment follow-up.
  • Adjust communication tone depending on the age of the debt:
    • Under 30 days overdue: friendly, helpful, and relationship-focused
    • Over 30 days overdue: firmer, more direct, and more structured while still remaining professional
• Finance and Reconciliation Support
  • Potentially assist with reconciling incoming payments.
  • Check that all invoices coming through the AutoEntry system are correctly present in Xero.
  • Support the finance function with accuracy and follow-up.
  • This may become a larger part of the role over time, depending on future internal structure.
• Invoicing and Client Follow-Up
  • Send final invoices to clients.
  • Follow up to confirm receipt where needed.
  • Maintain professional and friendly communication while supporting timely payment.
• Warm Lead Follow-Up and Sales Support
  • Follow up on warm sales leads after a salesperson has sent a quote or email.
  • Check in approximately one week later to confirm the client received the quote and ask whether they need any further information.
  • Assist with commercial project follow-up, including supporting warm sales leads.
  • Help maintain momentum in the pipeline without being pushy.
• Salesforce Project Setup and Admin
  • Set up projects and opportunities correctly in Salesforce.
  • Review lists and records in Salesforce to ensure no project is missed.
  • Keep records clean, complete, and up to date.
• Website Order Processing
  • Process orders that come through the website within required timeframes.
  • Ensure orders are handled promptly and accurately.
  • Flag any issues or missing information quickly.
• Freight and Delivery Follow-Up
  • Chase up failed deliveries with freight companies.
  • Follow up promptly to identify the reason for delivery issues and next steps.
  • Keep internal teams updated on delivery status where needed.
• Project Tracking and Records
  • Record completed project photos and project details on the existing spreadsheet.
  • Help maintain complete and accurate project records.
  • Review Salesforce lists and tracking systems to ensure completed projects are captured and no project is overlooked.
• Personal Assistant Support for Company Directors
  • Provide PA support to both company directors.
  • Assist with simple filing and document organisation.
  • Book travel and help coordinate related arrangements.
  • Support with general company administration tasks as needed.

Qualifications

• 3–5+ years of experience as a Virtual Assistant in operations and client support.
• Experience in admin support, accounts receivable, sales support, project coordination, logistics follow-up, or PA work.
• Proficient in Xero and Salesforce.
• Proficient in Google Workspace.
• Experience with Zoho is a bonus.
• Excellent written and verbal communication skills in English.
• Strong attention to detail with the ability to understand context before taking action.
• Confident and professional phone manner, comfortable handling payment follow-ups and sensitive conversations.
• Self-directed, reliable, and available during Australian Eastern business hours.
• Able to manage multiple priorities and deadlines.
• Works independently and escalates issues appropriately.
• Customer-focused, commercially aware, and balanced in follow-up approach.

Work Arrangement & Expectations

This is a remote role that will be set up as an independent contractor engagement. To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work.
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”).