Marketing and Executive Assistant | P60,000 – P70,000 | Full-Time

Join Our Team as Marketing and Executive Assistant!

Location:

Remote – Work from home (Aligned with Australian business hours)
Rate: P70,000 - P80,000 | Full-Time

Work Schedule:

• Key Information
• Role: Executive Assistant, Marketing & Operations
• Schedule: 8:00 AM – 5:00 PM (Australian Western Standard Time)
• Start Date: ASAP

Marketing & Operations - Executive Assistant

Role Overview

The business is a thriving electrical services company based in Karratha, Western Australia. the company provides a wide range of electrical services to residential and commercial clients. The business is currently experiencing rapid growth, creating urgent challenges with managing backlogs, responding to emails, and organizing systems. The team needs to strengthen their back-office operations to match their excellent reputation for service in the field.

• Key Responsibilities (Detailed)

  The VA will manage a comprehensive range of financial, operational, and marketing tasks to provide dedicated support to the business owners.

  • Financial & Administrative Management:
    • Create and send invoices; manage deposits and track progress payments.
    • Reconcile bank statements and manage bills; update and maintain Xero records.
    • Generate purchase orders and process supplier accounts.
    • Follow up on overdue payments (debt collection) and manage payment schedules.
    • Perform regular integration updates between Simpro and Xero.
  • Operational Support & Scheduling:
    • Organize and manage multiple email accounts; handle job scheduling and team coordination through Simpro.
    • Schedule and coordinate appointments and calendars.
    • Track and follow up on tasks and deadlines; process orders for supplies and equipment.
    • Research and present options for business improvements; attend vendor meetings.
    • Track and manage inventory levels, and coordinate deliveries.
  • Client Communication (Crucial Area):
    • Monitor and manage email communications, ensuring timely and professional responses.
    • Respond to emails completely in one thread (asking for all necessary details like address/contact in one go).
    • Request client reviews and manage feedback; track and document client interactions.
  • Systemization & Documentation:
    • Develop and maintain comprehensive SOPs for all administrative and operational processes.
    • Organize and manage cloud-based document systems; handle compliance paperwork.
    • Update and manage onboarding documents for new staff.
    • Create QR Codes via Bitly to streamline processes.
  • Marketing & Social Media Management (Secondary Focus):
    • Manage the company's website (WordPress), including SEO optimization and plugin updates.
    • Manage the direction and messaging for LinkedIn and Facebook.
    • Handle basic content creation (e.g., writing a post for a smoke alarm).
    • Manage Facebook ad campaigns (CPL, CTR, ROAS) and the creation of a content calendar.

• Work Ethic & Accountability (Non-Negotiable):
  • Self-Motivated & Proactive: Takes initiative ("What's next?") and actively seeks solutions without needing constant direction.
  • Professional Demeanor: Views the role as a job to execute with high output, not merely "here to help."
  • Transparent: Reliable, achieves at least a satisfactory level of daily output, and is transparent about their productivity.
• Communication & Detail:
  • Meticulous Attention to Detail: Catches discrepancies and ensures all necessary information is captured in a single email communication, demonstrating efficiency.
  • Not shy, persistent in follow-up (e.g., debt collection), and comfortable asking clarifying questions.
• Technical Proficiency:
  • Demonstrated proficiency in WordPress, LinkedIn, and Facebook Ads.
  • Experience with CRM setup, tracking, and basic troubleshooting.
  • Able to adapt quickly and bring positive energy into the business through active execution.

The Perks

• Philhealth contribution of P1200 per 6 months
• Birthday Gift Allowance P1,000
• Annual Leave Allowance (10 Days)
• Personal Leave Allowance (5 Days)
• Public holidays annually (10 Days)
• Fully remote position with dayshift work arrangement
• Comprehensive training materials and documented processes
• Work with high-profile clients and prestigious brands
• Supportive team environment with clear communication channels
• 100% remote work setup
• Access to documented systems and helpful training
• Friendly, supportive, no-drama team
• Long-term, stable opportunity with a 12-month contract