We're looking for experienced Virtual Assistants to join the Workspaceco network — specifically those with a background supporting trades and construction businesses. You'll work as a strategic partner to business owners, taking ownership of administrative, financial, and operational functions that keep their businesses running smoothly.
If you've worked inside a trades business — whether electrical, plumbing, solar, construction, or a related field — and you know your way around platforms like Simpro, Tradify, or ServiceM8, we want to hear from you.
Your mission is to reduce the mental load on leadership by building reliable workflows, managing complex schedules, and keeping communication tight between teams, suppliers, and clients.
Financial & Bookkeeping Administration
- Xero Management: Full management of accounting software, including daily bank reconciliations and digital receipt collection.
- Accounts Payable & Receivable: Creating invoices, tracking payments, managing supplier bills, and conducting proactive debt collection.
- Payroll & HR Support: Processing payroll (including STP and Superannuation), tracking leave, and verifying timesheets.
- Financial Reporting: Generating Profit & Loss statements, budget tracking, and job profitability reports.
Operational & Administrative Management
- General Administration: Complete email inbox organisation, complex calendar management (business and household), and cloud-based filing.
- Systemisation & SOPs: Drafting and maintaining Standard Operating Procedures and transitioning paper-based processes into digital formats.
- Job Coordination: Entering jobs into trades management software (Simpro, ServiceM8, Tradify etc), preparing quotes, and scheduling site works.
- Compliance & Logistics: Managing SWMS/WHS documentation, sourcing parts from suppliers, and tracking inventory.
Client Communication & Lead Management
- Enquiry Management: Acting as the first point of contact for inbound calls, texts, and emails.
- CRM & Pipeline Tracking: Entering leads into systems (Go High Level, Monday.com) and tracking the sales journey.
- Client Coordination: Sending job notifications and conducting post-job follow-ups.
Specialised Tech, Marketing & Creative Support
- Industry Submissions: Navigating utility portals for solar grid applications and tracking products via FormBay.
- E-Commerce & Marketing: Managing Shopify backends, scheduling social media content, and editing videos in CapCut.
- AI Integration: Using tools like ChatGPT and Claude to synthesise job notes and generate content.
Experience & Industry Background
- Required Experience: Minimum 2 years in administrative, bookkeeping, customer service, or operations roles.
- Trades Industry Experience Highly Regarded: Candidates with direct experience supporting trades or construction businesses — and working knowledge of platforms such as Simpro, Tradify, ServiceM8, or similar — will be strongly preferred.
- Industry Familiarity: Backgrounds in electrical, solar, plumbing, construction, or related trades are a strong advantage. Experience in healthcare/NDIS or farming is also considered.
- Workflow Understanding: Solid grasp of service and project-based workflows.
Technical & Software Proficiency
- Financial Expertise: Mandatory proficiency in Xero for reconciling and payroll.
- Job Management Platforms: Hands-on experience with Simpro, ServiceM8, Tradify, or similar is highly regarded.
- Data & AI Literacy: Strong Excel skills and the ability to quickly adopt AI tools and specialist software.
Mindset & Soft Skills
- Proactive & Autonomous: A self-starter who identifies gaps and takes initiative without micromanagement.
- Systematic & Organised: Focused on bringing structure and consistency to fast-moving, sometimes chaotic environments.
- Discreet & Reliable: High integrity in handling sensitive data and a firm commitment to a dedicated work shift.
- Leave & Allowances: 10 days Annual Leave, 5 days Personal Leave, 10 Public Holidays, and a Birthday Gift Allowance.
- Remote & Stable Work: 100% remote, consistent dayshift hours in a long-term, stable role.
- Growth & Support: Access to comprehensive training materials, documented processes, and a supportive team.
- Health Benefits: Philhealth contributions (P1,200 per 6 months) and the opportunity to work alongside high-profile, prestigious brands.
IMPORTANT: To be eligible for review, you must fill out this form with a video so we can shortlist in one place: forms.gle/6p8W3DcN3vHhoFMr9