Job Description
Virtual Assistant – Agency Operations
Location: Remote (Philippines Preferred)
Hours: Full-Time
Schedule: Monday–Friday, 7:00am–3:00pm AEST
Salary: Based on Experience
About Us
We are a specialist digital marketing agency working exclusively with trade businesses across Australia, including builders, electricians, plumbers, landscapers, pool builders, and other service-based companies.
We operate in a fast-paced environment managing multiple clients, projects, contractors, and internal tea ---------- mbers.
This role is not about creating marketing campaigns or building websites.
Your job is to ensure everything runs smoothly, stays organised, and gets completed on time.
We’re looking for a highly organised, proactive Virtual Assistant who can manage communication, track tasks, coordinate tea ---------- mbers, and ensure nothing falls through the cracks.
The Role
This is an operations and coordination role, not a production role.
You Will
• Manage client communications
• Track tasks and project progress
• Follow up tea ---------- mbers and contractors
• Maintain internal systems and records
• Prepare status updates and reports
• Ensure deadlines are met
You Will Not
• Build websites
• Run advertising campaigns
• Design graphics
• Write marketing content
You manage the work — you don’t do the work.
Core Responsibilities
Daily Responsibilities
• Monitor and manage Help Scout / FreeScout inboxes
• Triage incoming client requests and support tickets
• Log and update tasks within Asana
• Assign work to the appropriate tea ---------- mber
• Follow up overdue or blocked tasks
• Maintain accurate client notes and project updates
• Escalate urgent issues to the Agency Director
• Monitor Slack communications and team follow-ups
• Track team activity and time reporting through Hubstaff
• Update client pipelines and communications inside GoHighLevel
Weekly & Ongoing Responsibilities
• Maintain client task boards and project workflows
• Ensure all client requests are acknowledged and actioned
• Prepare simple project status updates
• Coordinate Zoom and Google Meet meetings
• Assist with appointment confirmations using JustCall
• Maintain organised Gmail inboxes, labels, and follow-up systems
• Support smooth handovers between Sales, Onboarding, and Delivery teams
• Identify process bottlenecks and recommend improvements
• Maintain CRM accuracy and workflow automation records
Tools You’ll Use
• Gmail & Google Workspace
• Asana
• Help Scout / FreeScout
• Slack
• Hubstaff
• JustCall
• Zoom
• Google Meet
• GoHighLevel
Essential
Skills & Experience Required
• Minimum 5 years experience supporting an agency, digital business, or service-based company
• Strong project coordination and task management skills
• Excellent written English communication
• Highly organised and detail-oriented
• Ability to manage multiple priorities simultaneously
• Comfortable following and enforcing systems and processes
• Proactive mindset with strong problem-solving skills
• Experience working within a WordPress or digital agency environment
Bonus Skills
• Experience working with Australian clients
• Familiarity with WordPress workflows
• Experience coordinating remote teams or contractors
• Experience using GoHighLevel or similar CRM platforms
• SOP creation and process improvement experience
What Success Looks Like
You are the person who keeps the agency organised.
Nothing gets forgotten.
Nothing gets delayed without being noticed.
The team knows exactly what they need to do and when they need to do it.
Clients receive prompt responses and projects continue moving forward without bottlenecks.
How to Apply
Please Submit
• A 1–2 minute video introducing yourself
• A short written summary covering:
• Your experience in agency operations or project coordination
• The software and systems you’ve used (Asana, Slack, CRM platforms, inbox management, etc.)
• An example of how you’ve helped keep a team or workflow organised
Important
Your Application Email Subject Line Must Be
Agency-VA-2026June
Applications that do not follow this instruction will not be reviewed.
Skill Requirements
• Project Management
• Administrative Support
• Inbox Management
• Client Communication
• Task Coordination
