General Virtual Assistant

Job Category: Administrative | JR-22777

Job Location: Angeles City

Why will you love working with this Client?

This client is one of the leading commercial fit-out companies delivering concept-to-completion solutions in Australia.

Location / Shift

Angeles City, Pampanga – AU Shift

Job Overview

Take the admin load off the Managing Director so he can focus on sales, estimating, and growing the business. The MD currently covers sales, estimating, general management,t and director-level

decisions himself. This role owns his inbox, calendar, follow-ups, documents, and reporting, and keeps leads and paperwork moving without him chasing it.

Key Responsibilities

Inbox and calendar

• Triage the MD’s inbox daily: action, delegate, file or flag
• Draft replies to clients, subcontractors, suppliers and Head Office for approval
• Manage the calendar: site meetings, client meetings, team meetings, travel time between sites
• Prepare a short daily brief: today’s meetings, urgent items, overdue follow-ups

Sales and lead management

• Log new enquiries in the CRM within the same business day
• Book site meetings and send confirmations and reminders
• Chase quotes sent: follow up at set intervals until won or lost
• Keep the pipeline current and report weekly on leads, quotes out and conversion

Estimating support

• Gather drawings, specs and client briefs into a tidy job folder before estimating starts
• Request and chase subcontractor and supplier quotes
• Format and proof quotes and proposals before they go out

Documents and correspondence

• Prepare letters, proposals, contracts and notices from company templates
• Keep Google Drive organised by job, with consistent naming
• Proofread all outgoing documents for accuracy and tone

Finance and reporting support

• Help chase overdue client payments with templated reminders
• Prepare a weekly snapshot: revenue against target, receivables, pipeline
• Support the finance manager with document collection; no payment authority

Team and operations support

• Take minutes and actions at the weekly team meeting; follow up on owners
• Maintain simple process documents and checklists as they are agreed

HR management

• Run day-to-day HR administration in HR Central (the platform provides compliance and HR advice)
• Recruitment: post ads, screen applicants, book interviews, run reference checks
• Onboarding and offboarding: contracts, inductions, licences and tickets, system access
• Keep employee records, policies and position descriptions current in HR Central
• Track probation reviews, performance reviews and leave
• Prepare HR documents from HR Central templates for MD review and sign-off

Other Businesses And Ad Hoc

• Provide ad hoc support to the MD’s other business interests as required, to the same standards and confidentiality
• Research, bookings and one-off admin tasks as directed

Requirments

Essential

• 3+ years as an executive or virtual assistant to a business owner or director
• 2+ years of HR administration or generalist experience, including recruitment, onboarding, and employee records
• Excellent written English: clear, professional, no errors
• Strong Google Workspace skills
• CRM experience (Zoho, HubSpot or similar)
• Proactive: flags problems early and brings solutions, not questions
• Reliable internet, backup power,r and a quiet workspace

Preferred

• Experience using HR Central or a similar HR platform
• Construction, trades or building industry admin experience
• Experience supporting Australian businesses
• Familiarity with Buildxact, Xero or construction PM software

Systems and Tools

• Google Workspace (Gmail, Calendar, Drive, Docs, Sheets) – Email, calendar, files
• Zoho CRM – Leads and pipeline
• Buildxact – Estimating and quotes
• Base Management – Construction project management
• Xero – Invoicing and receivables (view and reporting only)
• Lucid – Process flowcharts
• HR Central – HR records, recruitment, onboarding, policies

Why join optiBPO?

optiBPO is an exciting workplace where smart, talented professionals will surround you. These professionals support clients across Australia, New Zealand, the US, Canada, and Europe. Moreover, this is an excellent opportunity for anyone interested in taking on the role of General Virtual Assistant. The job is within an international environment.

Perks & Benefits

• In-house medical team and HMO coverage.
• A healthy workplace promotes collaboration and creativity.
• Clear growth strategies and learning opportunities to advance your career.

Enjoy great perks and benefits, such as an in-house medical team and HMO coverage. We maintain a healthy workplace that promotes collaboration, creativity, and teamwork. In addition, we need to help you advance your career by elevating growth strategies. You will also have learning opportunities throughout your career journey with us. If you are passionate about contributing to a dynamic team, the General Virtual Assistant role offers great career prospects at optiBPO.