BPM and Ops Support

Job Summary:

We are seeking an experienced and detail-oriented Virtual Assistant to support the day-to-day operations of our landscaping business. This all-rounder role will require strong organisational skills, excellent communication, and the ability to think critically and innovate within the business processes. You will work closely with the Managing Director initially and, over time, transition to working independently while reporting progress weekly to management.

Key Responsibilities
• Business Process Mapping: Use Lucid Charts to map and document business processes to create clear and efficient workflows.
• Instructional Video Creation: Develop and produce instructional videos using Vimeo to facilitate training and process documentation for staff.
• Quantity Measurement for Quoting: Use Bluebeam software to conduct quantity measurements from landscape plans, preparing accurate quotes.
• Job Management & Quoting: Use Simpro software to manage job tasks, create quotes, and oversee
job completion.
• Financial Reconciliation: Reconcile draft bills against purchase orders in Simpro and ensure accurate
data entry and financial tracking.
• Timesheet and Job Cost Reconciliation: Reconcile timesheets and job cost centres in Simpro to ensure correct tracking of employee hours and job expenses.
• Payroll Processing: Process payroll using Xero and ensure accuracy in employee payments.
• Customer Service: Respond to customer inquiries via telephone and email promptly and professionally.
• Internal Coordination: Liaise with internal field staff to coordinate tasks, ensuring seamless business
operations.
• Calendar Management: Manage the Managing Director’s calendar, scheduling and coordinating meetings with clients and other key stakeholders.

Qualifications & Experience
• Proven experience in business administration, virtual assistance, or a related role.
• Proficiency in software: Lucid Charts, Vimeo, Bluebeam, Simpro, Xero, and other relevant tools.
• Strong organisational skills with attention to detail.
• Excellent written and verbal communication skills.
• Ability to work independently and manage time effectively.
• Prior experience in a construction or landscaping business is a plus.

Key Competencies
• Critical Thinking: Ability to innovate and find solutions to streamline processes and improve efficiency.
• Problem Solving: Ability to think independently and adapt to changing business needs.
• Accountability: Self-motivated and able to take responsibility for tasks and outcomes without close supervision.
• Collaboration: A team player who can work well with internal and external stakeholders.

Reporting
• Report weekly to management, providing updates on tasks and project progress