Virtual Assistant - Electrical Trade Operations (PEP)

This is a remote position.Work Schedule: Monday to Friday 8:00am to 5:00pm Sydney Time with 1 hour unpaid break.Job Type: Full-timeRespond to all client inquiries within 24 hours and deliver quotes within 48 hours of site visits or initial requestsMaintain proactive communication throughout the entire client cycle from initial contact to follow-upManage email inbox to maintain under 5 unread emails requiring actionSend invoices within 48 hours of job completion and match supplier invoices to job codes in Fergus within 24 hours of receiptMaintain accurate job costing and ensure timely payment processingReconcile accounts receivable and payables in XeroCoordinate with suppliers and maintain complete organized job documentation in FergusSchedule jobs efficiently to maximize team utilization and minimize downtime for Anthony and TavitaEnsure all compliance records, job notes, and task completions are properly documentedConduct back costing analysis on completed projects to identify profitability and areas for improvementMaintain and optimize price books in Fergus to ensure accurate and up-to-date pricingCreate and implement SOPs and guides for all business processesTransfer and synchronize data between Xero and Fergus systemsProcess information from field workers via WhatsApp including photos, material lists, and job descriptionsScopes:Full ownership of client communication and quote management processesComplete financial operations including invoicing, reconciliation, and job costingComprehensive job scheduling and documentation management for field teamSystems optimization and process creation across all business functionsIntegration and data management between Fergus and Xero platformsPrice book maintenance and optimization to streamline quoting processesBack costing analysis to improve project profitability and business insightsAdministrative support to reclaim 15-20 hours weekly for the business ownerRequirements Strong experience with job management software, preferably Fergus or similar construction/trade platformsProficiency in Xero accounting software and financial reconciliationExperience with back costing analysis and project profitability assessmentExcellent written communication skills for client correspondenceStrong organizational skills and attention to detail for documentation managementAbility to work independently and manage multiple priorities simultaneouslyUnderstanding of electrical trade terminology and processes preferredExperience creating standard operating procedures and process documentationFamiliarity with supplier management and procurement processesAbility to work during New Zealand business hours or with overlap for real-time communicationBenefits Independent Contractor PerksPermanent work from homeImmediate hiringSteady freelance jobOriginally posted on Himalayas

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