Remote Admin & Customer Service VA — Automotive Workshop

We're a busy mobile and workshop-based automotive servicing business in Victoria, growing fast with a focus on fleet contracts and operational scale. Right now, admin is eating into time that should be spent on the tools and on growth — so we're bringing on a full-time VA to own the office side of the business. This role exists to take the admin weight off the workshop team so they can focus on what they do best.

Must have experience in the automotive industry

Hours & Setup

Full-time: 40 hours per week
Schedule: Standard business hours aligned to Victoria, Australia (AEST/AEDT)
Location: 100% remote
Growth: As you build trust and systems, scope expands — parts ordering, payroll support, and more on the table


What You'll Be Doing
Quoting & Invoicing

Prepare the majority of customer quotes (~80%) using Mechanic Desk, pulling from supplier pricing across multiple vendors
Convert accepted quotes into final invoices and send to clients
Maintain consistent markup structures across different supplier accounts

Systemisation & Data Management

Build and maintain SOPs for every admin task you own — the goal is nothing living in someone's head
Import parts data, stock inventory, and supplier pricing into Mechanic Desk to reduce manual guesswork in quoting
Perform reconciliation and bookkeeping tasks in Xero

Customer Communication

Manage inbound and outbound customer communication via Podium (calls and messages)
Handle follow-ups and keep customers updated throughout the job lifecycle
Reply to emails professionally and promptly

General Admin (as capacity opens up)

Assist with parts ordering once handover SOPs are in place
Support payroll admin and other general business tasks as they're delegated


What We're Looking For
Experience
Must have experience in the automotive industry
Background in admin, bookkeeping, or operations support — ideally in a trades, automotive, or service-based business
Proven experience handling quoting, invoicing, or similar financial admin tasks
Experience building or following SOPs, not just working within them

Technical Skills

Mechanic Desk experience is a strong advantage (or demonstrated ability to learn workshop management software quickly)
Xero proficiency — reconciliation, basic bookkeeping, financial admin
Podium or similar customer communication platform experience preferred
Solid data entry accuracy and comfort managing supplier/parts data

Communication & Work Style

Clear, professional written and verbal English — you'll be the first point of contact for customers
Self-directed: comfortable being trained once, then owning the process from there
Documentation mindset — if it's not written down, it doesn't exist for you
Proactive in filling your time; you don't wait to be told what to do next


You'll Thrive Here If You Are…
A systems builder, not just a systems follower — You don't just execute tasks, you document and improve them so nothing falls through the cracks.
Commercially aware — You understand that quoting accuracy directly affects margin, and you take that seriously.
Customer-facing confident — Talking to real customers on the phone doesn't faze you. You're warm, clear, and professional.
Detail-obsessed — Part numbers, supplier markups, invoice accuracy — the small stuff matters here and you know it.
Independent by nature — You want to be trusted with ownership of your role, not micromanaged through every task.
A gap-spotter — When you finish your task list, you're already looking at what else needs attention.
Process-driven under pressure — Busy workshop, multiple suppliers, real customers waiting — you stay methodical even when it's moving fast.

To Apply
To be eligible for review, you must fill out this form with a video as we have a few roles and it's easier for me to shortlist in one place: ----------