Virtual Office Manager (VOM)

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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)
• Email
• Checklist
• Precedence
• Website
• CRM
• Microsoft TEAMS Platform
• Strong communication with office staff via TEAMS, Email, Text, Website, CRM, rarely via Phone/Word of Mouth
• Preparation of daily, weekly and monthly reports including WIP, Staff Productivity Reports, P&L, Balance Sheet, Gantt Chart, Client Surveys, and other measurement tools as Ad Hoc situations arise
• Creation of QUOTES, to JOBS and building TASKS within Xero Work Flow Max (WFM)
• TASKS must be managed from start to finish including monitored, time lined via Microsoft Calendar, balanced with Invoice, closed, recurred/reset for next task.
• Compliance management including CPA Points, Annual Reviews (ATO, ASIC), Regular Returns (BAS, IAS, ITR, CTR TRT), 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

• Advanced experience is ESSENTIAL with XERO accounting software (My Xero, Practice Manager and Work Flow Max)
• 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

• 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