Job Description

Our client is the founder/lead of an Australian asset management consulting business with a team of approximately 11 people, including sub-consultants working across major projects.

They provide specialist asset management consulting services across areas such as strategic asset management, condition assessments, operational readiness, and technical documentation. The business works with organisations across industries including water, transport, mining, agriculture, manufacturing, and government.

The client is based between Melbourne and Newcastle, Australia , and is looking for a dependable Virtual Assistant who can provide consistent operational and administrative support while helping improve the efficiency and use of the company's existing systems.

The business also has a second company, an online forecasting Software-as-a-Service business that has its own workflows and forms connected to Zoho.

ROLE OVERVIEW

The client is looking for a proactive and capable Virtual Assistant who can provide consistent administrative and operational support the client’s business group

This is more than a basic data-entry or administrative role. The ideal VA should be someone who can look at a task, understand what needs to be done, and take ownership of completing it with minimal hand-holding.

The VA will help clear an existing backlog of administrative tasks, maintain and improve business systems, support reporting, update the CRM, improve documents and templates, and identify opportunities to make recurring processes more effective.

The role may begin with approximately 10 hours per week but is expected to evolve as the client identifies more tasks that can be delegated.

KEY RESPONSIBILITIES 1.



General Administrative & Operational Support

- Provide consistent day-to-day administrative support to the business owner and team.
- Manage and complete assigned administrative tasks independently.
- Work through a backlog of outstanding administrative and operational tasks.
- Receive ad hoc tasks and requests and action them efficiently.
- Review information and identify what needs to be corrected, updated, organised, or improved.
- Assist with recurring weekly administrative activities.
- Help identify tasks currently being handled inefficiently by other team members that could instead be delegated to the VA.
- Maintain consistency and organisation across administrative processes.
- Follow up on pending tasks and provide updates on progress.
- Assist with small operational projects as required.
- Suggest more efficient ways of completing recurring tasks where appropriate.

The client currently uses Zoho , but only a small portion of its available functionality is being utilised.

The VA will help maintain and improve the existing Zoho environment and assist the client in identifying ways Zoho can better support the business.

Responsibilities may include:

- Updating and maintaining CRM records.
- Cleaning and organising existing CRM data.
- Reviewing and updating outdated information.




- Maintaining consistency within Zoho.
- Supporting CRM reporting.
- Helping establish better CRM processes.
- Identifying opportunities to make greater use of Zoho's existing functionality.
- Assisting with Zoho Forms and connected workflows.
- Reviewing existing workflows to ensure they remain current and functional.
- Supporting the maintenance and refinement of existing Zoho automations.
- Identifying repetitive processes that may be suitable for automation.
- Helping the client understand practical ways Zoho can improve their operations.

Important:

The client is not currently looking for a developer to build complex custom Zoho solutions from scratch.

However, the ideal VA should have enough Zoho experience to understand the platform, maintain existing configurations/workflows, identify opportunities for improvement, and confidently recommend when a process could potentially be handled within Zoho.

A strong Zoho background is therefore highly preferred.

3. StrataWolf / Zoho Forms & Workflow Support

The client also operates StrataWolf , an online forecasting software business.

StrataWolf currently has a workflow built around multiple Zoho Forms and automated processes.

The workflow broadly follows:

The VA may be required to:

- Review forms for outdated or inconsistent information.
- Ensure information flows correctly between stages.
- Keep existing workflows updated.
- Review and maintain automation.
- Identify inconsistencies within the workflow.
- Assist with improving the overall process.
- Help ensure that information captured at the beginning of the process continues to flow correctly

📌 Admin VA with Zoho Experience (Newcastle)
🏢 Virtual Colleague
📍 Newcastle