Virtual Office Manager (VOM)

Virtual Assistant Team; Hours; À distance; EUR 27 000 - 34 000; Plein temps

Résumé du poste

A remote administrative support company is looking for a Virtual Office Manager to help small to medium businesses in achieving their goals. The role involves managing tasks, creating quotes, and providing organizational support. Candidates should have advanced experience with Xero accounting software and Microsoft 365, as well as excellent organizational skills. This is a full-time position working 8 hours per day, mainly supporting clients' business operations.

Qualifications

• Advanced experience with Xero accounting software and Microsoft 365.
• Attention to detail and ability to meet deadlines.

Responsabilités

• Construct quotes and reports for clients.
• Manage compliance tasks and maintain client structures.
• Communicate with internal staff to meet deadlines.

Connaissances

Xero accounting software

Microsoft 365

Excellent written English

Organizational skills

Time management skills

Formation

University education or 2 years’ experience

Description du poste

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Virtual Office Manager (VOM)

Full-time, 8 hours per day
Time zone: Australian Eastern Standard Time (Brisbane)

About the Position

Our company specializes in systemizing, outsourcing, and scaling small to medium-sized businesses, referred to as our "clients." As a Virtual Office Manager, your role will involve working on tasks outlined by our clients to support their business growth. Your work is a key element in their success.

Purpose of Position

To provide administrative, quoting, and organizational support to our clients, helping them meet their obligations, commitments, and deadlines, ultimately supporting them in achieving their key objectives.

Description of Duties

• Constructing quotes for clients, primarily from emails, using checklists, websites, CRM, and Microsoft Teams, with strong communication with office staff.
• Preparing daily, weekly, and monthly reports such as WIP, staff productivity, P&L, balance sheet, Gantt charts, and client surveys.
• Creating quotes, converting them to jobs, and building tasks within Xero WorkflowMax.
• Managing tasks from start to finish, including monitoring, timing via Microsoft Calendar, invoicing, closing, and resetting for recurrence.
• Managing compliance tasks such as CPA points, annual reviews, regular returns, and data entry.
• Maintaining knowledge of company and client structures, managing diaries, and basic social media management.
• Communicating directly (not via phone) with internal staff to ensure deadlines are met, assisting with budgeting and financial reporting, and working on multiple projects simultaneously.

Skills Required

Advanced experience with:

• Xero accounting software (My Xero, Practice Manager, WorkflowMax)
• Microsoft 365 (including Teams and Outlook Calendar)
• University education or at least 2 years’ experience in a similar role, with a clear understanding of Australian tax law (desired)
• Ability to adapt quickly to change
• Attention to detail, excellent written English, and initiative in communication
• Ability to meet deadlines, excellent organizational and time management skills

Additional Requirements

• Time and task reporting
• Seeking avenues for growth through new systems and methods
• Prioritizing tasks effectively
• Acting professionally and maintaining confidentiality
• Attending scheduled meetings and participating in career development
• Asking for assistance when needed and maintaining honesty
• Adhering to core principles: Do It Right The First Time (DIRFT), Be Proactive And Not Reactive (BAPPNARO), Never Excuses Always Reason (NEAR), Set Expectations And Then Exceed Them (SEATET)