Virtual Office Manager (VOM)

Full-time

8 hours

Time zone: Work hours will be conducted based on Australian Eastern Standard Time (Brisbane)

About the Position: Our company specialises in systemising, outsourcing & scaling small to medium size businesses. These businesses are referred to as our “clients”. Your role as a (V.O.M) with our company will be to work on tasks our clients outline, to support their business. Our clients are growing businesses, and your work is a key element to their growth.

Purpose of Position: This position is to provide administrative, quoting and organisational support to our clients to uphold their obligations, commitments, and deadlines and to ultimately support the client to achieve its key objectives.

Description of duties:

Construction of QUOTES for clients usually from an Email (Minimum)

1. Email
2. Checklist
3. Precedence
4. Website
5. CRM
6. Microsoft TEAMS Platform

strong communication with office staff via

1. TEAMS
2. Email
3. Text
4. Website
5. CRM
6. Rarely via Phone/Word of Mouth

Preparation of daily, weekly and monthly reports

1. WIP
2. Staff Productivity Reports
3. P&L
4. Balance Sheet
5. Gantt Chart
6. Client Surveys
7. Other measurement tools as Ad Hoc situations arise

Creation of QUOTES, to JOBS and building TASKS within Xero Work Flow Max (WFM)

1. TASKS must be (Managed from start to finish)
  1. Monitored
  2. Time lined via Microsoft Calendar
  3. Balanced with Invoice
  4. Closed
  5. Recurred / Reset for next task.

Compliance management

1. CPA Points
2. Annual Reviews (ATO, ASIC)
3. Regular Returns (BAS, IAS, ITR, CTR TRT)
4. Subscription Fees paid/reimbursed by Clients

Data entry
Maintaining a clear knowledge of both our company and the client structure and future direction
Diary management (Microsoft Calendar Office 365 – Current)
Basic social media management (Survey Monkey, Mail Chimp, Website, Facebook)
Direct communication (not Telephone) with internal staff to ensure deadlines are achieved
Assist with budgeting and financial reporting
Work on multiple projects at one time

Skills Required

Required skills:

Advanced experience is ESSENTIAL with

1. XERO accounting software (My Xero, Practice Manager and Work Flow Max)
2. Microsoft 365

University educated or proof of 2 years’ experience in a similar position and a clear understanding of Australian tax law – desired
Ability to adapt to change quickly
Advanced experience with Microsoft Office (TEAMS and Outlook Calendar is essential)
Attention to detail
Excellent written English
Initiative with communication to our company and allocated client
Ability to manage deadlines
Excellent organisational and time management skills

Whilst contracting with our company you are required to adhere to the following requirements:

- Time and task reporting
- Continually seek avenues to assist growth, through new systems and methods
- Prioritisation of set tasks
- To act professionally and with good faith to individuals you interact with
- Attendance of meetings as scheduled from time to time
- Participate willingly in internal and external career development opportunities
- Ask for assistance if it is required and maintain an open and honest policy at all times
Follow confidentiality protocol when working on multiple projects.
- Do It Right The First Time – DIRFT
- Be A Proactive Person And Not A Reactive One – BAPPNARO
- Never Excuses Always Reason – NEAR
- Set Expectation And Then Exceed Them – SEATET

2020-09-14T17:57:23+10:00

Virtual Office Manager (VOM)

Skills Required

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