Brazil-based Virtual Assistant for Australian Business Operations

We are seeking a highly reliable, organized, and detail-focused Virtual Assistant based in Brazil to support the launch and ongoing growth of a new Australian business group. This role will initially be a part-time remote administrative position, with significant opportunity to evolve into a long-term operations and administration role as the business expands.

Our business group, Northmark, specializes in building consultancy, building reports, water ingress/defect reports, and pool safety inspections. Over the next two years, we plan to expand into building inspections, pest services, maintenance/renovations, electrical services, and property management.

We need a proactive individual who can help establish and maintain efficient systems, ensure administrative tasks are well-organized, manage client follow-ups, format critical reports, handle basic data management, and provide essential support for day-to-day business operations.

Main duties will include:

General Administrative Support:
* Monitor and organize email communications.
* Respond to routine client inquiries using established templates.
* Schedule and book inspection appointments.
* Accurately add new jobs and client details into our CRM/job management system.
* Maintain and update various spreadsheets and trackers.
* Organize digital files, photos, reports, and all job-related documents.
* Create and manage job-specific folders, ensuring all documents are correctly named and filed.
* Conduct follow-ups with clients, agents, property managers, and contractors.
* Prepare simple daily and weekly task lists to support the business owner.
* Assist in keeping the business owner organized and on schedule.

Report Support:
* Format building reports, defect reports, and pool safety documents according to company standards.
* Insert and organize photos within report templates.
* Rename and categorize site photos for easy retrieval.
* Proofread reports for spelling, grammar, formatting, and overall consistency.
* Prepare draft PDF reports from existing templates.
* Update standard report wording and document templates as required.
* Build and maintain a library of common report comments and scope items.
* Assist in creating quote templates and scope-of-work documents.

Lead Generation and Research:
* Conduct research to support lead generation efforts and business development initiatives.

The ideal candidate will possess strong organizational skills, excellent attention to detail, and a proactive approach to problem-solving. Experience in a similar administrative or virtual assistant role is highly desirable.