Administrative/ Customer Service Assistant

My Virtual Mate; Australia; Remote; AUD 25,000 - 38,000; Part time

Job summary

My Virtual Mate is seeking a part-time Administrative and Customer Service Assistant to support day-to-day admin and client inquiries, processing quotes, scheduling jobs, and maintaining records.

You will coordinate between customers, tradespeople, and the internal team, manage inbox and respond to enquiries, and assist with invoicing or basic bookkeeping as needed. Role respects Australian business hours with remote work.

Qualifications

• Strong administrative experience.
• Excellent written and verbal English.
• Strong customer-service skills.
• Good email/inbox management experience.

Responsibilities

• Admin: Manage company inbox, respond to enquiries, process and track jobs, schedule and maintain records.
• Customer Service: Communicate with customers professionally via email, handle routine enquiries, provide updates, escalate complex issues.
• Scheduling/Operations: Take ownership of plumber/trade scheduling and coordinate jobs with multiple priorities.
• Potential additional responsibilities: Invoicing, basic bookkeeping, and other admin support as capability allows.

Skills

Admin experience

Customer service

Email management

Multitasking

Attention to detail

Independent worker

Australian hours

English communication

Tools

Simpro

ServiceM8

Aeroflow

Excel

Job description

# Administrative/ Customer Service Assistantpart time • RemoteJP0000063W## Position OverviewThe client is looking to hire candidate who can support the day-to-day administration and customer service functions of the business.The initial plan is to bring on part-time resource, monitor his/her performance and suitability, and potentially transition the successful candidate into full-time position in the future.The client is primarily looking for quality, reliability, strong communication and relevant trade-services experience, rather than simply the lowest-cost candidate.## Key Responsibilities# **Core Responsibilities**The candidate will primarily provide administrative and customer-service support.### **Administrative*** Manage the company inbox.* Monitor and respond to incoming enquiries.* Process and track jobs.* Assist with job scheduling.* Maintain job records and follow-ups.* Process and prepare quotes.* Track outstanding jobs and customer requirements.* Coordinate information between customers, plumbers/tradespeople and the internal team.* Provide general administrative support.### **Customer Service*** Communicate with customers professionally via email and potentially phone.* Handle routine customer enquiries.* Follow up on jobs and outstanding requirements.* Provide updates to customers.* Escalate complex issues to Simon.### **Scheduling / Operations**A strong candidate should be capable of taking ownership of **plumber/trade scheduling** and coordinating jobs effectively.The ability to manage multiple jobs, priorities and deadlines is important.### **Potential Additional Responsibilities**Depending on capability and experience, the candidate may also assist with:* Invoicing* Accounts administration* Basic bookkeeping-related tasks* Other operational/admin support# **Software / Industry Experience**### **Preferred Software Experience**Prior experience with any of the following is highly relevant:* **Simpro*** **ServiceM8*** **AeroFlow / Aeroflow*** Similar field-service management / job-management software### **Important****Simpro / ServiceM8 / Aeroflow experience is preferred but not an absolute requirement.**Candidates with strong experience using similar systems should still be considered.## Must Have Skills* Strong administrative experience.* Excellent written and verbal English.* Strong customer-service skills.* Good email/inbox management experience.* Experience managing multiple tasks and priorities.* Strong attention to detail.* Good organisational and follow-up skills.* Comfortable communicating with customers.* Able to work independently and take ownership of assigned tasks.* Reliable and consistent.* Comfortable working Australian business hours / required client schedule.## Preferred SkillsExperience within:* Australian trade services* Australian plumbing businesses* Fuel services* Trade contractors* Field-service businesses* Home services* Construction/trades administrationCandidates with **UK or US trade-services experience** may also be considered where the overall experience is strong.### Skills & TechnologiesStrong administrative experience and general office support skillsExcellent written and verbal English communicationStrong customer service and customer-facing communication skillsEmail and inbox managementJob processing, tracking, and follow-upScheduling and coordination of jobs, tradespeople, or field-service teamsAbility to manage multiple tasks, priorities, and deadlinesStrong organisational and time-management skillsHigh attention to detail and accuracyQuoting and preparation of quotesMaintaining accurate job records and customer informationCustomer enquiry handling and follow-upProfessional phone communication and call handlingAbility to coordinate between customers, tradespeople, and internal teamsAbility to work independently and take ownership of tasksStrong follow-up and problem-escalation skillsReliability and consistencyComfortable working Australian business hours / Brisbane timeExperience with job-management or field-service software such as Simpro, ServiceM8, Aeroflow, or similar systems is highly relevantRelevant trade/field-service administration experience, particularly plumbing, HVAC, electrical, mechanical, fuel services, construction, or home servicesBasic invoicing/accounts administration or bookkeeping exposure is advantageous but secondary to the core administrative and scheduling skills.### Work From Home Requirements* Stable internet connection (Minimum 20 MBPS) with **backup connection*** Laptop/PC with updated OS (**Core i5 or higher**) + **Backup device*** Headset with clear microphone* **Noise-free work environment** during work hours* Willingness to use **Time Doctor** for productivity tracking* **Not currently employed full-time** elsewhere## Job DetailsCategoryADMINISTRATIVE/ CUSTOMER SERVICE ASSISTANTLocationRemoteEmployment Typepart timeSalaryTO BE DISCUSSEDExperiencemid levelApply NowJob Posted: 25 September 2026