General Virtual Assistant (GVA)

Virtual Assistant Team; Time; On-site; NOK 400,000 - 500,000; Full time

Job summary

A dynamic support company based in Time, Rogaland, Norway, is seeking a General Virtual Assistant (GVA) to manage client communications, subcontractor coordination, and administrative tasks. The ideal candidate possesses strong organizational skills, excellent communication abilities, and proficiency with tools like Trello and Xero. This full-time position supports diverse business operations and involves tasks ranging from invoicing to marketing initiatives.

Qualifications

• Ability to multitask and prioritize effectively.
• Experience in subcontractor coordination.
• Familiarity with basic marketing practices.

Responsibilities

• Manage incoming emails and prepare daily action lists.
• Handle phone inquiries and client communications.
• Create job cards and manage schedules for subcontractors.
• Generate and send invoices, manage payments.
• Develop marketing posts and monitor online reviews.
• Track business development activities and client interactions.

Skills

Strong organizational and time-management skills

Excellent written and verbal communication abilities

Proficiency in Trello

Proficiency in Xero

Experience in client communication

Familiarity with social media platforms

Detail-oriented

Tools

CRM tools

Microsoft Office Suite

Job description

Join to apply for the General Virtual Assistant (GVA) role at Virtual Assistant Team.

Full-time position; AEST (Australian Eastern Standard Time).

We are seeking a highly organized and proactive General Virtual Assistant (GVA) to support daily business operations, client communications, subcontractor coordination, and administrative tasks. The role requires excellent communication skills, attention to detail, and the ability to manage multiple priorities across email, phone, CRM systems, and project management tools.

The GVA will play a critical role in ensuring smooth workflows, timely client responses, accurate scheduling, and effective reporting, while also contributing to marketing and business development initiatives.

Key Responsibilities

General Administration

• Check, sort, and manage incoming emails.
• Create and update contacts in Trello and Xero.
• Identify and prioritize issues, confirm receipt, and ensure timely resolution.
• Prepare a daily action list in order of importance/priority.

Phone & Messaging

• Answer and manage 1300 phone line queries.
• Make outbound calls to clients as required.
• Send and manage WhatsApp messages to subcontractors and internal team members.

Quotes Management

• Add new enquiries into CRM (future system, e.g., Crmble).
• Manage incoming quote requests and create Trello cards.
• Allocate quote requests to subcontractors and schedule site visits.
• Enter quote request locations into maps and coordinate visits.
• Follow up with subcontractors for required information.
• Check material prices and draft quotes for approval.
• Transcribe audio notes from the client regarding jobs and quotes (future process).
• Track and follow up on quotes, ensuring timely responses.
• Convert approved quotes into work orders and update subcontractor job sheets.

Jobs Coordination

• Create job cards and client folders.
• Allocate and manage job schedules (recurring and one-off).
• Communicate with subcontractors and clients regarding dates, access, and entry codes, maintaining accurate records.

Subcontractor Management

• Manage subcontractor scheduling and issue weekly schedules.
• Confirm completion of scheduled work.
• Review subcontractor invoices for payment.
• Ensure subcontractor insurance documents are current.

Invoicing

• Send recurring job invoices (created automatically in Xero but require manual sending).Prepare one-off invoices for approval.
• Follow up on late payments.
• Handle invoice queries from clients.

Marketing & Online Presence

• Create and schedule regular posts on Facebook and LinkedIn.
• Ensure website functionality and test forms weekly.
• Monitor and manage Google Reviews.

Business Development

• Maintain and update client database.
• Create visit schedules for clients to meet Strata Managers.
• Research strategic alliances and identify new strata manager businesses.
• Track body corporate manager movements (employment changes).

Reporting

• Collate data on incoming leads, conversions, timing, and reasons for quote refusals.
• Track and report job cancellations.Prepare reports on job types and overall business activity.

Qualifications and Skills

• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Proficiency in Trello, Xero, CRM tools, and Microsoft Office Suite.
• Ability to multitask and prioritize effectively.
• Experience in client communication and subcontractor coordination.
• Familiarity with social media platforms and basic marketing practices.
• Detail-oriented with strong problem-solving skills.

Seniority Level

Entry level

Employment Type

Full-time

Job Function

Other, Information Technology, and Management

Industry

Outsourcing and Offshoring Consulting

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