Executive / Operations Virtual Assistant - Freight & Business Administration Support Business Address: Brisbane, Queensland Australia

Location: Australia

Working Arrangement: Remote / Virtual

Initial Hours: 10 hours per week

Potential Growth: Chance to increase hours based on performance and business needs

Target Start Date: Early October 2026

About the Business Provides freight consulting, education, training, and freight management support to small and medium-sized businesses in Australia.

The business helps owners and their teams better manage their freight, identify cost-saving opportunities, improve supply chain efficiency, and refine or consolidate their shipping processes.

The founder works closely with clients on freight strategy, pricing decisions, complex matters, sales calls, and key client relationships. The VA will provide administrative and operational support around these activities, allowing the founder to delegate repeatable tasks that can be clearly documented through Standard Operating Procedures (SOPs).

About the Role We are looking for a highly organised, reliable, and proactive Executive/Operations Virtual Assistant to provide focused administrative and operational support.

The role will initially concentrate on three key areas:

Inbox & Follow-Up Management

The successful candidate does not need to be a freight expert. Prior freight or logistics experience is a bonus, but the ability to learn quickly, follow SOPs accurately, communicate professionally, stay organised, and take initiative is more important.

The client will provide training and SOPs for the freight-related processes,



with the intention of gradually expanding the VA's responsibilities as their understanding and confidence develop.

Key Responsibilities 1. Inbox & Follow-Up Management

Monitor and organise the client's inbox.

Identify emails requiring action, follow-up, or escalation.

Handle routine follow-ups with clients, suppliers, and other contacts.

Draft or send routine responses based on established processes and instructions.

Track outstanding requests and ensure follow-ups are completed on time.

Escalate urgent, sensitive, or complex matters to the client.

Maintain an organised system for outstanding and pending items.

Help ensure important emails and actions do not get missed.

Maintain accurate and up-to-date CRM records.

Update contacts, opportunities, pipeline stages, and relevant information.

Monitor the sales pipeline and identify items requiring follow-up.

Ensure follow-up activities and client information are properly recorded.

Support general CRM administration and data maintenance.

Use GoHighLevel (GHL) for basic administrative and content-related tasks.

Navigate the existing GHL setup and upload/manage videos and other educational materials.

Upload course or educational content into the appropriate areas of the GHL system.

Follow established processes rather than being responsible for advanced GHL development or automation.





GHL proficiency required: Basic to intermediate. The system is already established; the VA primarily needs to be comfortable navigating the platform, managing information, and uploading content. Advanced automation, funnel building, or technical development experience is not required.

The VA will initially provide administrative support for routine freight and courier-related activities. Training and SOPs will be provided.

Responsibilities may include:

Assist with basic freight and courier bookings.

Monitor shipment status and tracking information.

Check whether shipments are progressing according to schedule.

Identify delays, missing cartons, or other shipment issues.

Investigate routine shipment issues with the relevant courier or supplier.

Provide routine status updates to clients when required.

Request freight rates/quotes from overseas suppliers or agents using established templates and instructions.

Communicate with suppliers/agents to obtain the required information for a freight quote.

Collect and organise supplier responses and buy rates.

Enter relevant information into the client's quote template.

Prepare draft quote information for the client to review and finalise.

Maintain accurate freight/job records.

Assist with general freight and job administration as processes are established.

Important: The VA will not be responsible for making final freight pricing decisions or determining freight strategy. The client will retain responsibility for pricing, freight strategy, complex client matters, sales calls, and key client relationships.

The V

📌 Executive / Operations Virtual Assistant - Freight & Business AdministrationSupport (Brisbane)
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📍 Brisbane