Virtual Assistant (Phone, Scheduling & Admin Support)

We operate three service-based businesses in Adelaide, South Australia:

That Pool Shop – Pool servicing & maintenance, and pool compliance inspections

Pool Compliance SA – Pool fence compliance inspections

Pool Cleaning SA – Green pool cleans, regular maintenance, and one-off jobs

We are looking for a reliable, detail-oriented Virtual Assistant to become the first point of contact for customers across all three businesses. This role is critical to providing professional customer service, efficient scheduling, and accurate invoicing.

Key Responsibilities
???? Phone Support

Answer inbound calls on behalf of all three businesses with a professional, friendly tone.

Use brand-specific scripts when greeting and assisting customers.

Collect customer details and record them accurately in our system.

Handle basic enquiries and escalate complex ones when necessary.

???? Scheduling & Dispatch

Create and manage bookings in ServiceM8.

Assign jobs to technicians based on location, capacity, and job type.

Optimise routes to minimise drive time and improve efficiency.

Confirm bookings with clients via phone, SMS, or email.

???? Email & Enquiry Management

Monitor business email inboxes and respond to customer enquiries promptly.

Follow up on website form submissions to convert leads into bookings.

Keep track of open enquiries and ensure nothing is missed.

???? Invoicing & Payments

Generate and send invoices through MYOB/Square.

Offer secure payment options (phone payment or online link).

Track unpaid invoices and send polite reminders.

Reconcile daily payments and update job statuses.

???? Admin & Reporting

Maintain accurate records of calls, bookings, payments, and follow-ups.

Provide a daily end-of-day summary (jobs booked, payments received, pending tasks).

Support the owner with ad hoc admin tasks.

Requirements

Experience in customer service, scheduling, or admin support (ideally for service-based businesses).

Excellent English communication skills (written & spoken).

Ability to work Australian business hours (Adelaide time).

Strong organisational skills and attention to detail.

Comfortable using software tools (training provided):

ServiceM8 (job scheduling)

MYOB / Square (invoicing & payments)

VOIP phone system

Gmail/Google Workspace

Preferred Skills (Not Essential)

Prior experience handling phone calls for Australian/Western businesses.

Familiarity with field service, trades, or home services industries.

Ability to learn new systems quickly and follow structured SOPs.

What We Offer

Long-term, full-time role with a stable Australian business.

Competitive salary (paid weekly).

Training provided with clear step-by-step SOPs and scripts.

Supportive and professional working environment.

Opportunity to grow with the business and take on more responsibility.

How to Apply

Please submit:

Your resume.

A short audio or video sample introducing yourself (so we can hear your phone manner).

A short note on why you’d be a great fit for this role.