Customer Service & Inbox Management

- Manage the business Gmail inbox, responding promptly to customer enquiries.
- Answer incoming calls and follow up on missed calls, voicemails, and messages.
- Manage enquiries through Facebook, Instagram, and other business channels.
- Collect customer details, property addresses, and job requirements.
- Prioritise important enquiries and keep the owner informed.
- Follow up on outstanding customer messages and requests.
- Ensure all customer enquiries are actioned.

Daily Job Management & Owner Support

- Manage the owner's calendar, appointments, and job bookings.
- Prepare daily schedules with customer names, addresses, appointment times, and job requirements.
- Keep the owner on track with scheduled jobs, priorities, and outstanding tasks.
- Provide reminders about appointments, quotes, and customer follow-ups.
- Check in with the owner as required regarding job progress and scheduling changes.
- Maintain daily and weekly task lists.
- Assist with planning upcoming jobs and appointments.
- Proactively follow through on administrative tasks without constant supervision.

NSW Geography & Job Scheduling

- Demonstrate a good understanding of NSW geography, suburbs, and the business's service areas.
- Use Google Maps to identify locations and estimate travel distances.
- Coordinate bookings based on customer locations and the owner's availability.
- Group nearby jobs together where practical to reduce unnecessary travel.
- Allow appropriate travel time between appointments.
- Confirm enquiries outside the usual service area with the owner.
- Communicate booking confirmations and changes to customers.

Quoting & Booking Coordination

- Contact prospective customers to discuss gardening and maintenance requirements.
- Gather information about property size, lawn conditions, and services required.




- Assist with preparing and sending quotes using the owner's pricing guidelines.
- Refer unusual or complex jobs to the owner for pricing approval.
- Follow up on outstanding quotes to help secure bookings.
- Maintain records of quotes and confirmed jobs.
- Coordinate bookings with the owner's schedule.

Basic Invoicing & Bookkeeping

- Use the client's existing invoicing app to prepare and send customer invoices.
- Ensure invoices include the correct customer details, services completed, and agreed pricing.
- Issue invoices promptly following completed jobs.
- Keep invoice records organised and up to date.
- Track invoices that have been sent, paid, or remain outstanding.
- Follow up on unpaid invoices with customers when required.
- Assist with basic bookkeeping and recording business expenses.
- Organise receipts and supplier invoices.
- Maintain easy and accurate financial records for the owner.
- Provide basic summaries of outstanding invoices when requested.

General Administration & Business Operations

- Maintain accurate customer contact details and job records.
- Update spreadsheets tracking enquiries, quotes, bookings, and completed jobs.
- Organise business documents and customer correspondence.
- Keep track of outstanding administrative tasks.
- Help improve day-to-day administrative processes.
- Complete general administration and ad hoc tasks as required.

Social Media & Business Growth Support

- Respond to customer enquiries through Facebook and Instagram.
- Assist with maintaining the business's online presence.
- Schedule simple social media posts showcasing completed gardening work.
- Follow up with previous customers regarding repeat gardening and maintenance services.
- Assist with encouraging customer reviews and referrals.
- Help identify opportunities for ongoing maintenance bookings.

📌 Virtual Assistant for a Trades and Labor Company in Australia (Home Based Part Time) (New South Wales)
🏢 Virtual Coworker
📍 New South Wales