Administrative Virtual Assistant for HVAC & Con...

@ TGY Trade Virtual Assistants Opc

About TGY Trade Virtual Assistants Opc

A leading Australian HVAC company known for high-quality workmanship and reliable service is seeking a proactive and detail-oriented Administrative Virtual Assistant. The role is designed to relieve the business owner from time-consuming administrative tasks, allowing focus on-site and smooth operations across projects and client accounts.

Key Responsibilities

• Manage and organize incoming emails by triaging, prioritizing, and responding as needed.
• Convert approved quotes into jobs in Simpro with accurate details.
• Raise and send purchase orders to suppliers, track orders and deliveries.
• Maintain catalogue/item data in Simpro to ensure correct pricing.
• Prepare and send invoices, confirm payments, and assist in Xero reconciliations.
• Set up payroll runs for approval and coordinate site-meeting calendars.
• Support administrative workflows and general operations including data entry and light bookkeeping.
• Maintain internal SOPs via Loom videos and checklists.
• Communicate promptly with the business owner and team during Sydney business hours.

Qualifications

• Minimum 2 years of experience as a Virtual Assistant or Administrative Assistant in HVAC, construction, or trades.
• Strong working knowledge of Simpro and proficiency in Xero.
• Excellent organizational, time management, and communication skills.
• Reliable home office setup with stable internet and a quiet workspace.
• Availability for about 20 hours per week during Sydney business hours.

Nice-to-Have

• Experience with payroll preparation and finance/admin functions.
• Familiarity with Australian trade terminology and supplier processes.
• Exposure to inventory management or procurement tasks.

Preferred Characteristics

• Proactive and independent with minimal supervision needs.
• Detail-oriented and focused on data accuracy.
• Positive, professional, and strong communicator.
• Dependable with the ability to take ownership and follow through on tasks.
• Tech-savvy and adaptable.

Perks and Benefits

• Competitive salary plus signing bonus.
• 13th month pay and annual leave credits.
• Government benefits and HMO after 6 months (client approval).
• Monthly catch-ups with free meals; birthday and anniversary bonuses.
• Virtual parties, face-to-face gatherings, continuous training, and upskilling opportunities.
• A dedicated manager to support you beyond just matching.

Key Skills/Competency

• Virtual Assistance
• HVAC
• Administrative Tasks
• Simpro
• Xero
• Data Entry
• Email Management
• Payroll
• Bookkeeping
• Communication