Operations & Admin Virtual Assistant (250917_TW)

Remote Work
Part-time Position

A wood glazing business based in New Zealand, is seeking a skilled and reliable Operations & Admin Virtual Assistant to support daily business operations. The role is designed to free up the owners time by managing administrative tasks, ensuring smooth project flow, and helping document processes to prepare the business for future sale. This is an opportunity to work with a forward-thinking company while making a meaningful impact on its efficiency and growth.

Key Responsibilities (Prioritized):

• • Monitor and triage incoming emails; respond where appropriate and input quote requests into ServiceM8.
  • Qualify leads in ServiceM8 by calling and questioning, then schedule site visits for Craig and Matt.
  • Convert iPad/digital sketches into accurate quotes using the Excel-based quoting tool and Word templates; issue and revise quotes in ServiceM8.
  • Create deposit invoices, send to customers, confirm receipt of payments, and schedule Final Measure visits.
  • Manage jobs in ServiceM8, ensuring all tasks are correctly queued and statuses updated.
  • Order and track materials (glass, sashes, hardware, consumables, timber, paint, etc.), ensuring timely delivery for installation schedules.
  • Collate order confirmations and upload details into ServiceM8 for individual jobs.
  • Schedule installation teams and coordinate reworks (ordering replacement glass/materials, booking rework jobs with teams and customers).
  • Send final invoices, track payments, and chase late payments when necessary.
  • Liaise with the bookkeeper on weekly invoices, aged payables, and monthly royalty reports.
  • Order consumable and operational materials (e.g., rags, hinges, double hung beading, wood products).
  • Document workflows and create how-to guides (via Loom, checklists, etc.) to build a sale-ready SOP library.
  • [Potential Area] Support social media by posting updates, responding to inquiries, and helping schedule campaigns.
  • [Potential Area] Light bookkeeping assistance, including paying invoices and GST support.

Qualifications (Prioritized):

• • Proven administrative experience, ideally within the trades, construction, or glazing sector.
  • Strong Excel skills, with confidence in building and managing quoting tools.
  • Hands-on experience with ServiceM8 (or similar trade workflow/job management systems).
  • Excellent English communication skills (both written and verbal), with confidence in customer-facing calls.
  • High attention to detail, accuracy, and consistency in managing quotes, invoices, and job data.
  • Ability to manage multiple priorities and meet deadlines independently.
  • [Nice to Have] Familiarity with Xero or similar accounting software.
  • [Nice to Have] Comfort with productivity/automation tools such as ChatGPT or Zapier.
  • [Nice to Have] Experience with social media content scheduling and brand messaging.

Preferred Characteristics:

• • Highly organized and methodical, able to keep jobs and paperwork moving seamlessly.
  • Proactive, resourceful, and confident in taking initiative without waiting for direction.
  • Strong communicator with a professional, customer-first attitude.
  • Detail-oriented, ensuring accuracy in quoting, invoicing, and scheduling.
  • Positive mindset, adaptable, and able to work in a fast-paced trade environment.
  • Trustworthy and reliable, with a focus on building long-term value for the business.

Perks and Benefits

Competitive salary + signing bonus
13th month pay & annual leave credits
Government benefits + HMO after 6 months
Monthly catch-ups with free meals
Birthday perks & anniversary bonus
Virtual parties & face-to-face gatherings
Continuous training & upskilling opportunities
A dedicated manager to support you not just match and go