Work Schedule: 40hrs per week, 8am to 5pm with 1 hour unpaid break | Central Time

Key Responsibilities

• Manage daily invoicing and payment reconciliation using ServiceM8 and Xero, ensuring timely financial processing

• Proactively chase outstanding payments through email automations and direct follow-ups to improve cash flow.

• Process and categorize all supplier invoices accurately in ServiceM8 and Xero weekly

• Prepare monthly financial reports from Xero for owner review.

• Act as the primary point of contact for incoming customer calls, directing urgent matters and handling non-urgent inquiries directly.

• Manage and filter the owner's email inbox, prioritizing communications and responding to routine queries.

• Coordinate material orders and deliveries with suppliers, ensuring parts are ready for jobs.

• Implement client follow-up communications (e.g., job completion surveys, check-ins) to nurture relationships.

• Develop, finalize, and communicate weekly job schedules in ServiceM8, coordinating with staff and customers.

• Order and track materials for upcoming jobs, ensuring timely delivery and readiness for pickup.

• Maintain accurate job statuses and details in ServiceM8 based on field worker input.

• Manage operational 'To Do' lists and cross-reference field updates with supplier purchases in ServiceM8.

• Execute social media content scheduling and posting (e.g., Instagram) multiple times weekly.

• Develop monthly social media content plans, potentially leveraging AI tools (GPT/Gemini).

• Research and identify new marketing leads and business opportunities (e.g., tendering, website optimization).

• Assist with website content updates on WordPress as needed.

• Document existing administrative and operational workflows into clear Standard Operating Procedures (SOPs).

• Maintain and update a knowledge base for key software (ServiceM8, Xero) best practices.

Requirements

• Proven experience as a Virtual Assistant, Office Manager, or similar administrative role, preferably within a trades-based business.

• Proficiency in ServiceM8 and Xero is essential.

• Strong organizational skills with meticulous attention to detail and the ability to manage multiple priorities effectively.

• Proactive problem-solver with a strong sense of ownership and initiative.

• Familiarity with social media management and content scheduling.

• Ability to learn and utilize new software quickly (e.g., marketing automation, AI tools like GPT/Gemini, WordPress).

Additional Expectations

• A proactive and self-motivated approach to work

• Strong initiative and problem-solving capabilities.

• A keen interest in learning new skills, especially in digital marketing.

• Ability to work independently and manage time effectively.

• Commitment to maintaining confidentiality and professionalism.

Independent Contractor Perks

• Health insurance in eligible locations
• Permanent work from home
• Immediate hiring

Note

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.