Virtual Staff 365

Role Description Our client is one of Australia’s largest gifting, homewares, and kitchenware distributors, dedicated to bringing joy and meaning to people's lives through their products. They are now seeking to hire an Email Marketing & CRM Coordinator to drive customer retention and lifetime value through targeted digital communication. This role exists to manage and optimise customer lifecycle journeys while delivering high-performing, data-driven email and SMS campaigns. Job Responsibilities - Campaign Execution & Management - Build, schedule, QA, and deploy EDM campaigns and automated flows within Klaviyo - Manage and optimise customer lifecycle journeys, including welcome, abandoned cart, browse abandonment, win-back, post-purchase, and promotional campaigns - Maintain CRM campaign calendars and ensure campaigns are delivered on time and accurately - Support SMS and retention marketing initiatives where required - Strategy & Optimization - Develop and maintain audience segmentation strategies based on customer behaviour, engagement, lifecycle stage, and purchase history - Conduct A/B testing across subject lines, creative, content, timing, and segmentation - Monitor deliverability, list hygiene, suppression logic, and email marketing best practices - Support landing page optimisation, customer journey mapping, and broader digital marketing initiatives - Content & Collaboration - Write compelling email copy aligned with the brand tone of voice and campaign objectives - Design and build visually engaging emails using Klaviyo templates and UX best practices - Brief internal or external creative teams regarding campaign assets and promotional requirements - Collaborate with Marketing, Creative, eCommerce, and Data teams - Provide secondary support in paid media marketing, trade marketing, or content marketing projects up to 20% capacity - Analytics & Reporting - Analyse campaign performance, including open rates, click-through rates, conversion, revenue attribution, unsubscribe rates, and retention metrics - Prepare regular CRM reporting with actionable insights and recommendations Qualifications - Minimum of 2 years of experience in Email Marketing, CRM, Lifecycle Marketing, or Digital Marketing roles - Hands-on, intermediate to advanced proficiency using Klaviyo or a highly similar email platform - Strong understanding of customer segmentation, audience targeting, and lifecycle marketing principles - Exceptional English copywriting and verbal communication skills for customer-facing marketing communications - Basic email design capability and a strong understanding of responsive email UX best practices - Strong analytical skills with the ability to interpret campaign performance data and build reports - Excellent organisational skills, high attention to detail, and the ability to meet deadlines in a fast-paced environment - Reliable home internet connection with a minimum of 50 Mbps download and 20 Mbps upload speed, alongside a stable backup connection Requirements - Nice-to-Have Skills - Experience within eCommerce, retail, or consumer B2C or B2B brands - Experience managing digital marketing campaigns end-to-end - Proficiency using Shopify or alternative eCommerce platforms - Familiarity with Google Analytics and broader CRM reporting tools - Experience or knowledge in paid media marketing, trade marketing, or content marketing Benefits - Permanent work-from-home set-up - Dayshift (Australian business hours) - Full-time job - HMO - Annual leave - Christmas Bonus equivalent to 1 month's wage (pro-rata)

Role Description Our client is one of Australia’s largest gifting, homewares, and kitchenware distributors, dedicated to bringing joy and meaning to people's lives through their products. They are now seeking to hire a Customer Solutions Specialist to join their dedicated Customer Solutions team. This role exists to execute day-to-day processes and customer service plans, ensuring the business consistently meets and exceeds both customer and consumer expectations. Job Responsibilities - Order & Request Management - Process new customer orders received via email, phone, dropshipping, and EDI channels. - Manage end-to-end order-to-cash tasks and activities, including processing, warehouse requests, transport requests, and handling invoice or credit issues. - Assist in managing back orders and hold orders to ensure comprehensive end-to-end order management. - Perform system order updates, amendments, and manage operational system steps requiring non-automated actions. - Handle booking administration, delivery window coordination, and pre-booking tasks for deliveries. - Customer Support & Inquiry Resolution - Manage primary communication platforms daily, including MS365 email and the Zendesk Suite. - Respond efficiently to customer and consumer enquiries across Zendesk, email, voice messaging, live chat, and social media channels. - Prepare for future expansions into direct consumer contacts and enquiries via messaging apps and chat tools. - Follow up on internal requests such as proof of delivery tracking updates, warehouse requests, and carrier assistance requests. - Claims & Issue Resolution - Conduct thorough claims investigations and complete end-to-end claims processing. - Identify, investigate, and resolve transport issues, logistics delays, and customer returns. - Address and resolve warranty and claim enquiries within the approved company delegation of authority. - Communication & Continuous Improvement - Communicate effectively, professionally, and transparently with both internal stakeholders and external customers. - Maintain strong performance KPIs based on workload attended to within SLA, aiming for an output-driven 24-hour turnaround on emails. - Adopt a continuous improvement mindset, providing constructive feedback and participating in workshops to optimize functional workflows. Qualifications - Proven prior experience in order management, order processing, and operations-focused environments. - Demonstrated experience handling claims processing and navigating system automation workflows. - Strong hands-on experience using Zendesk (or a similar customer service suite) and intermediate proficiency with Microsoft Office suite. - Exposure to ERP systems such as SAP or Microsoft AX, along with dropship and marketplace portals. - High level of English competency to communicate effectively with clients, suppliers, and internal teams. - Outstanding attention to detail and strong relationship management capabilities. - Ability to work well under pressure in a fast-moving environment while maintaining a positive attitude and sense of humour. - A home workspace equipped with multiple screens featuring above 2K resolution to efficiently operate across the operational systems. Requirements - Prior experience working within the homewares, kitchenware, or consumer goods retail and distribution sector. - Deep familiarity with managing EDI orders and complex marketplace portal logic. - Experience navigating and optimizing workflows specifically within Microsoft AX software. Benefits - Permanent work-from-home set-up. - Dayshift (Australian business hours). - Full-time job. - HMO. - Annual leave. - Christmas Bonus equivalent to 1 month's wage (pro-rata).

Role Description Our client is an education staffing organisation specialising in supplying qualified casual relief teachers to schools and colleges across Victoria, Australia. They are now seeking to hire a Sales Administrator to drive their school outreach initiatives and support pipeline management. This part-time position plays a critical role in establishing new school partnerships, setting qualified presentation appointments for leadership, and expanding the organisation's market footprint. Job Responsibilities: - Outbound Outreach & Lead Generation - Conduct 10 to 15 outbound calls per day to target schools across Victoria. - Introduce the company's staffing services and subscription model to prospective institutions. - Navigate school reception teams to connect with daily organisers, human resources personnel, or business managers. - Send professional introductory and follow-up emails using established company templates. - Utilise warm leads and assist in refining outreach strategies and scripts. - Appointment Setting & Pipeline Management - Book Microsoft Teams or face-to-face presentation meetings for the Director. - Maintain highly accurate records of contacted schools and overall lead progress. - Support continuous pipeline management and track prospective school interactions. - Assist with the seamless onboarding of schools once service agreements are finalised. - Data Administration & Verification - Verify school contact information through public sources and official websites. - Track and report outreach activities using dedicated spreadsheets and administrative tools. - Maintain strict data security and confidentiality regarding school and company information. Qualifications - Proven experience in sales, outbound calling, appointment setting, or customer service. - Confident phone communication skills with the ability to engage professional stakeholders. - Strong verbal and written English communication proficiency suitable for Australian school networks. - Intermediate proficiency in Microsoft Office, Google Workspace, and spreadsheet tracking. - Demonstrated organisational skills with a strong focus on follow-up and pipeline management. - Ability to work independently and manage daily outreach targets productively. Nice-to-Have Skills - Prior experience within the recruitment, human resources, or retail sectors. - Direct exposure to the Australian education or staffing industry. - Experience operating within a startup environment. Benefits - Permanent work-from-home set-up. - Dayshift (Australian business hours). - Part-time job. - HMO. - Annual leave. - 13th-month pay. - With Government Mandated Benefits.

Role Description As a fast-growing business in a fast-growing sector, we're seeking to take on an HR Administrator to join our team. - Track staff attendance and leave using Time Doctor - Support onboarding and offboarding processes - Maintain up-to-date HR records and reports - Communicate updates with clients and staff (e.g. lateness, absences) - Handle HR admin tasks: performance tracking, staff concerns, documentation - Manage gift/voucher sending and assist in holiday or emergency messaging Qualifications - 3+ years in remote HR or admin roles - Strong written English (Australian business context) - Intermediate verbal English with a neutral and professional tone - Experience in client-facing support - Looking for candidates with company-based or internal team experience - Proficiency in tools such as Time Doctor, GSuite, and preferably HRIS/Payroll platforms - Nice to have: Experience in performing EOR-related responsibilities: payroll processing and performance management Requirements - Permanent work-from-home set-up - Dayshift (Australian business hours) - Full-time job Benefits - HMO - Annual leave - 13th-month pay - With Government Mandated Benefits

Role Description They are now seeking to hire an Operations and Account Support Officer to provide critical administrative, project coordination, and compliance support that ensures smooth operational and client-related execution. Job Responsibilities - Operations & Account Support - Provide day-to-day administrative, scheduling, and operational support to the Chief Operating Officer - Assist the Account Manager with client documentation, correspondence, and record keeping - Provide administrative support to manage client accounts and service requests - Track client deliverables, action items, and follow-ups to ensure timely completion - Support the preparation of client reports, updates, and documentation packs - Assist with internal operational process documentation and improvements - Support invoice tracking and documentation coordination - Maintain accurate client, project, and operational records across company systems and filing platforms - Project & Site Coordination - Assist in tracking project timelines, schedules, deliverables, and progress updates - Coordinate communication and email flow between internal teams, site teams, contractors, and clients - Track subcontractor schedules and project progress updates - Maintain daily site reports and project documentation registers - Compliance & Licence Management - Monitor and track expiration dates for company trade licences, permits, and regulatory registrations - Coordinate the timely renewal of company licences and compliance documentation - Track employee certifications, insurance policies, and professional licences - Liaise with relevant authorities and service providers to ensure ongoing compliance - Maintain an updated compliance and renewal calendar to avoid missed deadlines - Assist in compliance tracking for safety documentation, permits, and inspections Qualifications - Proven administrative and coordination experience within the construction or building remediation industry - Excellent written and verbal English communication skills for professional email coordination and stakeholder management - High level of organisational and time-management skills with a strong attention to detail - Demonstrated experience handling project documentation, tracking schedules, and managing compliance records - Proficiency in Microsoft Office, including Word, Excel, and Outlook, at an intermediate to advanced level - Experience utilising online collaboration tools such as Microsoft Teams, OneDrive, and SharePoint - Ability to manage multiple priorities and meet strict deadlines in a fast-paced environment - Reliable and self-managing when working in a remote environment - Ability to work full-time hours aligned to Australian Eastern Standard Time business hours Nice-to-Have Skills - Experience liaising directly with Australian councils, regulatory authorities, or building compliance bodies - Prior experience supporting executive-level operations and account managers simultaneously - Familiarity with the strata, commercial, or government sectors within the Australian market Benefits - Permanent work-from-home set-up - Dayshift (Australian business hours) - Full-time job - HMO - Annual leave - 13th-month pay - With Government Mandated Benefits

Role Description They are looking for a Finance Administrator (AP/AR) to support the finance team and ensure smooth day-to-day financial operations. - Assist with processing financial transactions and maintaining accurate records. - Handle accounts receivable/payable tasks, including invoice processing and payment follow-ups. - Phone Support: Manage inbound and outbound calls related to accounts receivable, vendor inquiries, and payment resolutions. - Maintain and monitor the finance department’s email inbox, ensuring timely responses and accurate record-keeping. - Liaise with internal teams and external stakeholders to resolve finance-related concerns. - Ad-Hoc Tasks: Provide general administrative support to the finance team as needed. Qualifications - 3+ years of administrative support experience in a finance or service-oriented environment. - Strong oral and written communication skills with the ability to engage professionally. - Must be comfortable in taking inbound and outbound calls (10-20 calls per day on average). - Excellent planning, organisation, and multitasking skills. - High attention to detail with a focus on accuracy in financial processes. - Strong problem-solving and relationship-building skills to liaise with vendors and internal teams. - Ability to work independently with minimal supervision. - Proficiency in Microsoft Office (Word, Excel, Outlook) and finance software (experience level: advanced). Benefits - Permanent remote work arrangement. - Australian Company with a fantastic company culture. - Day shift (Australian Business Hours). - Annual leave. - HMO. - Christmas Bonus equivalent to 1 month's wage (pro-rata).

Role Description Our client is a premium Australian medispa business focused on delivering luxury beauty, wellness, and treatment experiences. They are now seeking to hire a CRM Coordinator to support their growing medispa division. This part-time, remote role is highly focused on database management, client communication, and booking conversions, serving as a vital link in converting marketing interest into clinic appointments. Job Responsibilities - Client Engagement & Booking Conversions - Call new leads generated through online marketing campaigns to introduce services and secure bookings. - Proactively book clients into clinic appointments in a warm, professional, and sales-driven manner. - Follow up on incomplete bookings and general client enquiries via phone and email. - Reengage and reactivate lapsed or inactive clients from the CRM database. - Identify existing clients with unused treatments or upcoming rebooking opportunities. - Appointment Coordination & Admin Support - Manage appointment confirmations, reminder calls, and daily schedule updates. - Conduct proactive follow-ups for client no-shows and handle swift rescheduling. - Maintain exceptionally accurate CRM notes, updating client files and communication histories. - Manage daily follow-up lists and action scheduling tasks efficiently. - Provide proactive updates and pipeline reporting to management regarding booking outcomes. Qualifications - Strong verbal and written English communication skills with a clear, professional phone manner. - Proven experience in a call centre, appointment setting, or phone-based sales administration role. - Sales-driven mindset with a natural ability to engage customers and handle objections. - Highly organised with strong attention to detail and data accuracy. - Intermediate to advanced proficiency in managing CRM systems and appointment scheduling platforms. - Ability to multitask, manage busy follow-up workflows, and work independently. - Available to work part-time hours (20 hours per week) aligned with Australian Eastern Standard Time (AEST) business hours. - Reliable home office setup including an i5/Ryzen 5 processor (or above), 8GB RAM, dual monitors, a noise-cancelling headset, and a stable internet connection with a backup option. Nice-to-Have Skills - Prior experience working within the medispa, beauty, wellness, or luxury retail industries. - Direct experience supporting Australian clients, businesses, or local consumer markets. - Familiarity with Google Workspace or the Microsoft Office suite. Benefits - Permanent work-from-home set-up. - Dayshift (Australian business hours). - Full-time job. - HMO. - Annual leave. - Christmas Bonus equivalent to 1 month's wage (pro-rata).

Role Description They are now looking to hire an Accounts Payable who will manage end-to-end AP processing, vendor management, and invoice reconciliation to ensure accurate, compliant, and timely financial transactions. This role supports a high-volume retail environment and requires strong SAP experience, exceptional accuracy, and a proactive approach. - Set up new vendors in SAP and ensure complete and accurate onboarding. - Verify local vendor details using EFTSure. - Process invoices using the 3-way match method. - Investigate and resolve price and quantity discrepancies. - Ensure timely and accurate payments to vendors. - Reconcile vendor statements and follow up on outstanding items. - Manage EDI vendor reconciliations. - Process rebates, claims, and credit adjustments. - Respond promptly to vendor and internal stakeholder queries. - Support the broader AP team with workload and queries. - Perform administrative tasks such as filing, updating records, and uploading invoices. Qualifications - 5+ years of experience in Accounts Payable in a high-volume environment. - Strong proficiency in SAP (mandatory). - Experience with EDI (highly desirable). - Proficient in Microsoft Office, particularly Excel and Outlook. - Strong work ethic, accuracy, and attention to detail. - Ability to work independently and as part of a team. - Strong written and verbal communication skills. - Excellent time management and the ability to work under pressure. Benefits - Permanent work-from-home set-up. - Dayshift (Australian business hours). - Full-time job. - HMO. - Annual leave. - Christmas Bonus equivalent to 1 month's wage (pro-rata).

Role Description Our client is an award-winning Australian wellness brand dedicated to making gut health simple, empowering, and stigma-free. They create educational and uplifting content designed to help their community feel confident and inspired to take control of their wellbeing. They are now seeking to hire a Short-Form Social Media Video Editor to transform their extensive raw video library into engaging, high-retention content. This role is pivotal in driving their mission through scroll-stopping storytelling across Instagram, Facebook, and YouTube. Job Responsibilities - Edit high-impact short-form and long-form videos for Instagram Reels, Stories, Facebook, and YouTube. - Repurpose existing long-form educational clips and product demos into fresh, platform-optimised content. - Review and cut raw footage, testimonials, and product videos from a comprehensive brand archive. - Create polished, high-retention edits that simplify complex health topics for a broad audience. - Develop product-focused video assets for the website, paid advertisements, and marketing campaigns. - Ensure all video outputs are compliant with brand guidelines and visual identity standards. Creative Strategy & Brand Alignment - Maintain a warm, educational, and "cheeky-but-professional" brand voice in every edit. - Take creative initiative to ideate and produce content independently once onboarded. - Apply fast-paced, modern editing techniques to maintain high viewer retention. - Collaborate with the Brand Manager to understand evolving content strategies and visual trends. - Manage the delivery of consistent weekly output to meet marketing schedule requirements. Workflow & Communication - Maintain organised project files and follow internal naming conventions. - Provide regular updates on project status and turnaround times. - Participate in creative discussions and feedback calls to refine the brand’s visual style. - Manage large file transfers, including downloading high-resolution raw footage and uploading final exports. - Proactively suggest ways to improve video performance through editing and pacing. Qualifications - Strong portfolio demonstrating expertise in short-form social media video editing. - Proven ability to create fast-paced, high-retention content for platforms like Instagram and YouTube. - Experience working with brand-driven content while maintaining a consistent visual identity. - High level of autonomy and the ability to meet deadlines with minimal supervision. - Confident verbal and written English communication skills for internal collaboration. - High-performance hardware capable of handling heavy video projects (i7 processor and 16GB+ RAM). - High-speed, stable internet connection for large file transfers (50 Mbps download / 20 Mbps upload). Nice-to-Have Skills - Passion for the wellness and gut health industry. - Experience with advanced motion graphics or colour grading. - Familiarity with YouTube-specific growth strategies and thumbnail-integrated editing. Benefits - Permanent work-from-home set-up. - Dayshift (Australian business hours). - Full-time job. - HMO. - Annual leave. - 13th-month pay. - With Government Mandated Benefits.

Role Description Our client is an expanding Australian specialist in insulation, energy efficiency, and building performance solutions. They are now seeking to hire a Graphic Designer & Content Creator to transform technical information into engaging visual collateral and support their evolving digital media strategy. Initially focusing on high-quality document production, the role will expand into multi-channel content creation across social media, video, and podcasts. Job Responsibilities - Graphic Design & Document Production - Design and format professional print and digital collateral aligned with new brand guidelines - Transform long-form technical documents into visually engaging and digestible layouts - Create brochures, newsletters, guides, presentations, and branded communication materials - Develop custom layouts, timelines, diagrams, icons, and infographics - Manage copy integration, visual hierarchy, typography, and spacing for all assets - Prepare all files and assets for print-ready production and digital distribution - Maintain absolute consistency across all branding and formatting standards - Content & Marketing Support - Assist with ongoing content strategy initiatives across multiple business brands - Create social media assets, short-form videos, and animations for various platforms - Adapt existing design templates into engaging digital and social content formats - Support content scheduling for LinkedIn, Instagram, YouTube, and podcast media - Utilise AI-assisted tools and modern platforms to enhance content workflows - Contribute to future brand launches and integrated marketing campaigns - Collaboration & Workflow - Partner closely with internal stakeholders and directors to communicate technical concepts - Participate in creative brainstorming and campaign planning sessions - Manage organised file structures, version control, and asset management systems - Coordinate project timelines to ensure the timely delivery of design revisions - Work effectively in a remote environment using cloud-based collaboration tools - Proactively communicate project updates and implement feedback accurately Qualifications - Minimum 2+ years of experience in Graphic Design, Marketing, or Content Coordination - Advanced proficiency in Adobe Creative Suite, specifically InDesign and Illustrator - Strong portfolio demonstrating expertise in print and digital design - Proven ability to simplify complex or technical information visually - Exceptional eye for layout design, typography, and brand consistency - Highly organised with meticulous attention to detail - Comfortable working independently in a remote, Australian-aligned schedule - Intermediate to high level of written and verbal English proficiency Requirements - Experience with video editing, motion graphics, and animation (Nice-to-Have Skills) - Familiarity with Adobe Express or similar online collaboration tools - Experience supporting Australian or international corporate businesses - Understanding of social media algorithms and digital content trends Benefits - Permanent work-from-home set-up - Dayshift (Australian business hours) - Full-time job - HMO - Annual leave - 13th-month pay - With Government Mandated Benefits