Administrative Virtual Assistant for HVAC & Construction (251010_ToF)

About the Company:

A leading Australian HVAC (Heating, Ventilation, and Air Conditioning) company known for high-quality workmanship and reliable service is seeking a proactive and detail-oriented Administrative Virtual Assistant to take over time-consuming admin tasks. This will free the business owner to focus on-site and keep operations running smoothly across projects and client accounts.

Key Responsibilities (Prioritized):

• • Manage and organize incoming emails triage, prioritize, and respond where appropriate so only key decisions reach the business owner.
  • Convert approved quotes into jobs in Simpro, ensuring all job details and materials are correctly entered.
  • Raise and send purchase orders to suppliers (Daikin, Toshiba, sheet-metal fabricators, etc.), track orders, and confirm deliveries.
  • Maintain and tidy catalogue/item data in Simpro to ensure accurate pricing and availability.
  • Prepare and send invoices, confirm payments received, and assist in reconciling records in Xero.
  • Set up payroll runs for approval (no bank access required).
  • Coordinate site-meeting calendars, bookings, and scheduling updates.
  • Manage administrative workflows in Simpro ensuring all job statuses, tasks, and notes are up to date.
  • Support general operations with data entry, file management, and light bookkeeping tasks.
  • Maintain internal Standard Operating Procedures (SOPs) through Loom videos and checklists.
  • Communicate promptly with the business owner and team members through WhatsApp and email during Sydney business hours.

Qualifications (Prioritized):

• • Minimum 2 years of experience as a Virtual Assistant or Administrative Assistant in the HVAC, construction, or trades industry.
  • Strong working knowledge of Simpro (essential) including job setup, quoting, purchase orders, and invoicing.
  • Proficiency in Xero for invoicing and reconciliation.
  • Excellent organizational and time management skills with experience handling multiple priorities remotely.
  • Confident written and verbal communicator, able to interact professionally with suppliers, clients, and internal staff.
  • Reliable home office setup with stable internet, headset, and a quiet workspace.
  • Availability for approximately 20 hours per week (4 hours per weekday during Sydney business hours).

Nice-to-Have:

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

Preferred Characteristics:

• • Proactive and independent able to anticipate needs and work with minimal supervision.
  • Detail-oriented ensures data accuracy and consistency in Simpro and Xero.
  • Positive and professional attitude aligns with Marks upbeat, can-do work culture.
  • Strong communicator keeps stakeholders informed and clarifies issues early.
  • Dependable and consistent takes ownership of tasks and follows through without reminders.
  • Tech-savvy and adaptable eager to learn new tools and systems as the role evolves.

Perks and Benefits

• Competitive salary + signing bonus
• 13th month pay & annual leave credits
• Government benefits + HMO after 6 months (client approval)
• 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