Virtual Assistant

Rate: PHP 18,000 - PHP 23,000/monthly

Key Responsibilities

• Receive incoming work orders via email, enter job details into ServiceM8 — including reference numbers, tenant details, owner billing information, and job descriptions
• Schedule jobs, send SMS booking confirmations and reminders using ServiceM8 templates, and follow up with tenants who haven't responded by SMS and phone
• Optimise the daily job schedule by suburb to reduce technician travel time, while keeping strict due dates intact
• Process post-job invoicing: convert accepted Xero quotes to invoices for installation jobs; generate and sync invoices from ServiceM8 for standard jobs
• Reconcile three accounts in Xero and manage overdue payment follow-ups
• Send templated email acknowledgements for incoming work orders; escalate urgent or sensitive emails via Telegram
• Track and maintain a live follow-up list for unconfirmed bookings and outstanding quotes

Must-Have Qualifications

Before you apply, confirm

• You have hands-on experience with a job management platform (ServiceM8, Tradify, AroFlo, or similar) and are confident working within structured workflow templates
• You are highly organised with a methodical approach — you don't skip steps, and you maintain running lists when managing multiple open items simultaneously
• You are available Monday to Friday, 10am–2pm Australian Central Standard Time (Northern Territory), and can commit to this window consistently
• You are confident calling contacts directly, following up persistently, and maintaining a professional, polite tone throughout
• You have experience with Xero or another cloud-based accounting platform for reconciliation or invoicing tasks
• You have a reliable internet connection, a quiet working environment, and your own equipment

Nice-to-Have Skills

• Familiarity with the ServiceM8 platform specifically
• Experience supporting trade, field service, or property management businesses
• Comfort using AI tools for drafting or process documentation