Virtual Staff 365

Role Description Our client is now seeking to hire an E-Commerce and Digital Marketing Assistant to manage day-to-day online operations and accelerate digital growth. Job Responsibilities - E-Commerce and Marketplace Management - Maintain product listings, web content, pricing updates, and promotions across Shopify, WooCommerce, and WordPress. - Support administration for Amazon Vendor Central and Mirakl marketplace platforms including catalogue updates and performance reporting. - Prepare regular e-commerce performance reports covering website sales, campaign activities, customer data, and paid media results. - Digital Marketing and Campaign Execution - Build and schedule targeted email marketing campaigns, audience segments, and automated flows using Omnisend or GetResponse. - Manage customer data list hygiene, segmentation, and reporting. - Support approved Meta and Google Ads campaigns through routine setup, ongoing optimization, reporting, and performance tracking. - Create basic visual campaign assets using Canva and maintain marketing promotional calendars. - Sales and Administrative Support - Conduct daily outbound calls to follow up with warm sales opportunities and ensure clients have received orders or product samples. - Assist with basic invoicing and purchase administration within Xero subject to onshore approval. - Provide general administrative and data entry support to the broader team. Qualifications - Proven professional experience managing e-commerce platforms including Shopify, WooCommerce, and WordPress. - Strong foundational knowledge of digital marketing principles across email marketing, paid ads, and social media platforms. - Demonstrated ability to compile and present data-driven e-commerce performance reports. - Comfortable making outbound phone calls to follow up on warm leads and customer orders. - Excellent written and verbal English communication skills with high proficiency. Requirements - Prior experience navigating Amazon Vendor Central or Mirakl marketplace ecosystems. - Familiarity with Xero software for basic financial administrative tasks. - Hands-on experience working with email marketing software like Omnisend or GetResponse. - Basic graphic design experience using Canva. Benefits - Permanent work-from-home set-up. - Dayshift (Australian Eastern Standard Time business hours). - Full-time job. - HMO. - Annual leave. - 13-month pay. - With Government Mandated Benefits.

Role Description They are now seeking to hire a Buyer Administrator to provide critical administrative and data support to the Buying team, enabling Buyers to focus on strategic range development, supplier relationships, and commercial decision-making. Job Responsibilities - Buying and Product Administration - Complete and maintain Item Creation Sheets accurately and in line with internal requirements. - Populate and manage Salsify product data, liaising with Buyers and suppliers to obtain required copy, specifications, imagery, and compliance data. - Support Buyers with high-volume data entry across internal systems. - Ensure product information is complete, consistent, and aligned across all systems. - Photography and Marketing Support - Prepare and complete photography briefs, ensuring all required product details, styling notes, and deadlines are clearly communicated. - Coordinate product information required for photography and follow up on any missing data. - Support the Buying and Marketing teams by ensuring all photography-related documentation is accurate and complete. - Supplier and Compliance Coordination - Liaise with suppliers and Buyers to collect required compliance and product documentation. - Email factories to request and follow up on APCO documentation, BSCI certification, and other ethical sourcing documents. - Track and maintain records of compliance documentation, escalating gaps or risks to the Buyer where necessary. - Make outbound calls to international suppliers and internal stakeholders to proactively follow up on outstanding information. - Artwork, Packaging, and Barcode Support - Review and check artwork against the original brief, ensuring accuracy of product details, branding, and specifications. - Flag discrepancies or errors to Buyers for review and resolution. - Support packaging and artwork workflows to ensure accuracy prior to approval. - Scan and verify barcodes, check documentation, and raise any inconsistencies or errors. - Maintain organised records of barcode checks, approvals, and digital documentation. Qualifications - Strong administrative and data entry experience, ideally within buying, merchandising, sourcing, or supply chain. - High attention to detail with the ability to manage large volumes of data accurately. - Confidence liaising with international suppliers and internal stakeholders via email and phone. - High proficiency in both written and verbal English communication. - Process-driven and methodical working style with strong organisational and time-management skills. - Ability to follow processes, briefs, and critical paths autonomously while supporting multiple stakeholders. Requirements - Nice-to-Have Skills - Previous experience managing product data within Salsify. - Experience working with Item Creation Sheets or similar high-volume data inventory templates. - Prior experience reviewing artwork briefs or handling barcode verification processes. - Experience following up on supplier compliance documentation like APCO or BSCI certification. Benefits - Permanent work-from-home set-up. - Dayshift (Australian Eastern Standard Time business hours). - Full-time job. - HMO. - Annual leave. - Christmas Bonus equivalent to 1 month's wage (pro-rate).

Role Description Our client is a large Australian retail business that manages an extensive property portfolio across the country. The company values collaboration, accountability, and operational excellence while continuously improving its property initiatives. They are now seeking to hire a Property Team Coordinator to act as the operational and administrative backbone of the department. This offshore role focuses on maintaining data integrity, tracking key actions, supporting cross-functional communication, and providing day-to-day executive support to the senior property leadership team. Job Responsibilities - Reporting and Tracker Management - Maintain and update lease trackers, deal trackers, and key date trackers - Support weekly and monthly reporting updates - Prepare reports, dashboards, and executive reporting packs - Maintain reporting templates and ensure consistency across documentation - Monitor reporting deadlines and ensure timely completion - Property Data Management - Maintain accurate property and lease information across internal systems - Update ownership changes, lease renewals, amendments, and closures - Reconcile property data across multiple systems to ensure data integrity - Identify inconsistencies and proactively resolve or escalate issues - Ensure all property records remain accurate and up to date - Workflow and Stakeholder Coordination - Coordinate information flow between Property, Legal, Finance, and Store Development teams - Track actions arising from meetings and reports - Follow up with internal stakeholders to ensure outstanding actions are completed - Maintain structured workflows and ensure key milestones are achieved - Support smooth day-to-day operations across the property function - Executive Support - Provide diary management and meeting coordination for senior property leadership - Assist with inbox management and scheduling - Prepare presentations, meeting packs, and supporting documentation - Coordinate meetings and maintain executive documentation - Provide general administrative support to senior leadership - Process Improvement - Maintain and improve reporting templates and operational trackers - Assist with continuous improvement initiatives - Support the implementation of new processes and operational frameworks - Identify opportunities to improve reporting accuracy and workflow efficiency Qualifications - Proven experience in Property Administration, Property Coordination, Executive Assistance, or a similar operations coordination role - Advanced Microsoft Excel skills including Pivot Tables, VLOOKUP/XLOOKUP, formulas, and data reconciliation - Exceptional organisational and time management skills with a high level of accuracy and attention to detail - Strong analytical and reporting capability with experience preparing executive packs - Excellent written and verbal English communication skills - Confident stakeholder management skills with the ability to proactively follow up on outstanding actions - Experience supporting senior executives with diary and email management - Ability to manage multiple priorities simultaneously and work independently in a collaborative environment - High level of integrity, accountability, and professionalism - Willingness to work full-time matching Australian business hours Nice-to-Have Skills - Previous experience within the property or leasing industry - Experience using specialised Property Management Systems such as Lease Eagle - Experience utilizing AI tools like ChatGPT or Microsoft Copilot for administrative assistance and document preparation Benefits - Permanent work-from-home set-up - Dayshift (Australian Eastern Standard Time business hours) - Full-time job - HMO - Annual leave - Christmas Bonus equivalent to 1 month's wage (pro-rate)

Role Description They are now seeking to hire a Customer Service Assistant (Inbound Calls) to ensure inbound calls are handled with care, accuracy, and efficiency. This role is vital in maintaining a high standard of customer experience and managing day-to-day communication effectively. - Answer incoming customer calls in a friendly and professional manner - Log call details and issues accurately into the Jim2 ERP system - Take detailed phone messages and direct them to the appropriate internal contact - Resolve basic customer issues using defined processes and available resources - Collaborate with colleagues to ensure seamless support and customer satisfaction - Follow internal procedures and policies for handling all calls and enquiries - Undertake routine administrative and support tasks as directed by management Qualifications - Excellent spoken and written English communication skills with a highly professional phone manner - Proven ability to follow instructions and work confidently within defined guidelines - Strong attention to detail and accuracy when logging data and customer information - Ability to work independently while remaining a proactive team player - Reliable, organised, and committed to high task follow-through and quality customer service - Stable internet connection and a dedicated home setup including a laptop or desktop with a camera, mic, and headset Requirements - Prior experience in customer service, call handling, or reception roles - Experience or familiarity with CRM systems or ticketing software such as Jim2 ERP - Previous exposure to working with Australian clients or managing Australian caller expectations Benefits - Permanent work-from-home set-up - Dayshift (Australian Eastern Standard Time business hours) - Full-time job - HMO - Annual leave - Christmas Bonus equivalent to 1 month's wage (pro-rate)

Role Description They are now seeking to hire a Marketing Assistant to execute results-driven activities across lead generation, brand building, and client marketing support initiatives. Working closely with the Head of Marketing, this role focuses on expanding the digital footprint, optimizing e-commerce performance, and developing high-quality marketing collateral to help business clients maximize their technology investments. Job Responsibilities - SEO & Content Optimization - Conduct keyword research using designated tools to recommend monthly targeting priorities and content topics. - Use generative AI to produce informative, keyword-targeted on-page and off-page content built for user engagement and lead generation. - Implement do-follow links across owned domains and coordinate with external publications to secure backlinks. - Monitor keyword rankings, domain authority, and organic traffic performance to identify trends and actionable opportunities. - Repurpose existing content across multiple channels and compile monthly performance reports with optimization recommendations. - Social Media & Community Engagement - Create, schedule, and publish high-quality brand-building and lead-generating content across Instagram, Facebook, LinkedIn, and other channels. - Write engaging captions aligned with the brand voice and assist with graphic design, image resizing, short-form video editing, and story format production. - Monitor comments, messages, and inquiries daily across platforms, responding to all queries and leads within a strict two-business-hour SLA. - Actively engage with followers, potential clients, clinics, industry accounts, and influencers to boost brand visibility. - Campaign & E-commerce Performance Support - Assist in setting up, scheduling, and executing accurate email marketing campaigns and SMS campaigns. - Support Meta advertising activity by working with the external social media agency to develop converting creatives and write basic ad copy. - Support campaign rollouts and content updates across websites, landing pages, and Shopify. - Client Resources & Program Management - Plan, develop, and update client-facing marketing collateral such as posters, brochures, suggested copy, treatment menu pricing, and videos. - Conduct research into aesthetic industry trends to keep resources relevant and organized on the internal learning hub platform. - Oversee the specialized Before and After Program by sourcing new results images monthly via social media outreach and direct client engagement. - Secure required client consent forms before organizing and distributing these high-quality visuals across applicable digital channels. - Lead Management & Website Administration - Conduct regular accuracy audits on entered leads to verify lead sources, device categories, business types, and contact details. - Perform follow-up calls or emails to validate inquiries and route clinical or engineering leads to the proper support channels. - Manage general website administration tasks including updating product details, uploading client testimonials, and onboarding team headshots. - Perform general maintenance on the CRM platform to ensure client information is accurate. Qualifications - Demonstrated experience using generative AI in a professional setting to maximize output quality and efficiency. - Previous copywriting experience, including writing for digital channels and social platforms. - Experience managing or contributing to social media accounts in a professional capacity across Instagram, Facebook, and LinkedIn. - Demonstrated design ability and proficiency using Canva. - High-level written and verbal communication skills with the ability to write compelling, on-brand copy. - Strong organizational skills with a process-oriented approach to managing multiple priorities and deadlines. - Comfortable conducting outbound follow-up calls and emails to validate the authenticity of inquiries and potential leads. - High reliability, accountability, and a respectful, collaborative approach to teamwork. Nice-to-Have Skills - Understanding of or genuine interest in the beauty, aesthetics, or wellness industry. - Experience with SEO tools such as SE Ranking, Agency Analytics, Google Analytics, or Google Search Console. - Working knowledge of email marketing platforms like Klaviyo and SMS marketing tech tools. - Familiarity with website admin tools such as WordPress Elementor and Shopify. - Formal qualification in Marketing and Public Relations. Benefits - Permanent work-from-home set-up. - Dayshift (Australian Eastern Standard Time business hours). - Full-time job. - HMO. - Annual leave. - Christmas Bonus equivalent to 1 month's wage (pro-rate).

Role Description They are now seeking to hire a Freight Forwarding & Shipping Coordinator to take ownership of end-to-end shipment operations and ensure the timely, cost-effective delivery of goods. Job Responsibilities - Manage end-to-end freight forwarding operations across air, sea, and land transport modes - Create shipments in internal logistics systems and manage daily ETD and ETA updates - Track shipment progress daily and proactively resolve any transit delays or disruptions - Coordinate directly with freight forwarders, carriers, and third-party logistics providers to ensure timely delivery Documentation and Compliance - Oversee and verify shipping documentation including bills of lading, commercial invoices, and packing lists - Review customs paperwork to ensure full accuracy and compliance with trade regulations - Liaise with customs brokers and regulatory authorities to meet local and international trade requirements - Maintain meticulous accuracy when logging shipment data, key milestones, and critical operational dates Collaboration and Stakeholder Management - Provide regular status updates and operational reporting on shipment progress to stakeholders - Collaborate with internal procurement, supply chain, warehousing, and finance teams to ensure seamless logistics workflows - Maintain strong, professional relationships with key logistics partners and external stakeholders - Handle low-volume inbound and outbound phone calls to resolve immediate shipment and delivery challenges Qualifications - Proven work experience managing end-to-end shipments within a freight forwarding, logistics, or supply chain environment - Direct experience handling core shipping documentation including bills of lading, commercial invoices, and packing lists - Demonstrated ability to create shipments and actively track daily ETD and ETA milestones - Strong background working collaboratively with freight forwarders, shipping lines, carriers, and customs brokers - Strong problem-solving skills with the ability to proactively handle shipment delays, capacity constraints, and customs holds - Excellent written and verbal English communication skills with a polite and professional phone manner - Exceptional attention to detail and strong time management skills when handling multiple concurrent shipments Nice-to-Have Skills - Hands-on experience using specialised logistics or ERP platforms such as SAP or CargoWise - Advanced proficiency in Microsoft Excel for data tracking and operational reporting - Experience identifying and implementing logistics process improvements to reduce costs and improve service quality Benefits - Permanent work-from-home set-up - Dayshift (Australian Eastern Standard Time business hours) - Full-time job - HMO - Annual leave - Christmas Bonus equivalent to 1 month's wage (pro-rate)

Role Description They are now seeking to hire a Human Resources (HR) Coordinator to support the delivery of national business objectives by managing end-to-end HR support, operations, and compliance. This critical role ensures the organisation possesses the necessary workforce capacity and administrative capability while maintaining smooth onboarding and recruitment experiences. Job Responsibilities - HR Operations & Compliance - Ensure all pre-employment compliance requirements are completed, including right-to-work verification, visa documentation, and associated employment checks. - Maintain accurate and up-to-date employee records across HR and operational systems to ensure data integrity. - Conduct regular audits of HR records and employment documentation to ensure ongoing regulatory compliance. - Prepare and review work eligibility and visa status reports to maintain audit readiness. - Manage and maintain employee data in SimPro, ensuring information aligns perfectly with Employment Hero. - Archive terminated employees appropriately within operational systems. - HR Support & Employee Management - Assist managers with the preparation of employment contracts and overall onboarding setup. - Provide general advice and guidance to the business on human resource matters. - Collect, monitor, and file WorkCover notifications, Certificates of Capacity, and follow up with managers regarding suitable duties information. - Prepare employment separation certificates and associated offboarding documentation in an accurate and timely manner. - HR, Payroll & Finance Coordination - Support payroll processing activities, including the preparation of payroll data and payroll journal entries. - Provide payroll information in relation to claims, liaising with case officers and providing wage details as required. - Assist with annual End-of-Financial-Year updates, including updating contract templates, applying CPI increases, and tracking employee changes. - Regularly review and update HR processes and procedures in conjunction with the Finance and HSEQ teams to improve efficiency. - Systems Management & Reporting - Follow up with employees to ensure Integrated Management System (IMS) documents, standard operating procedures (SOPs), and safe work method statements (SWMS) are acknowledged. - Track and report on compliance certificates and Learning Management System (LMS) training completion. - Maintain a monthly headcount report detailing current employee numbers by location and department. - Coordinate candidate recruitment steps, including shortlisting, arranging interviews, managing schedules, and responding to candidate enquiries. Qualifications - Minimum of 3 years of experience working in a similar HR Coordinator or HR Generalist role. - Previous work experience within a service, logistics, manufacturing, or construction environment. - Strong knowledge of Australian employment legislation, pre-employment compliance, and visa verification processes. - Hands-on experience using Employment Hero or similar cloud-based HR software. - Excellent organisation skills with the ability to manage multiple administrative and reporting tasks independently. - High-level written and verbal English communication skills with the capability to build rapport across diverse teams. - Strong proficiency in the Microsoft Office 365 suite. - Ability to work autonomously and demonstrate initiative in a fast-paced environment. Nice-to-Have Skills - Prior formal studies or qualifications in Human Resources. - Previous experience utilising SimPro software for workforce or project management. - Familiarity with WorkCover claims coordination and injury management administration. Benefits - Permanent work-from-home set-up. - Dayshift (Australian Eastern Standard Time business hours). - Full-time job. - HMO. - Annual leave. - Christmas Bonus equivalent to 1 month's wage (pro-rate).

Role Description Our client is an entrepreneurial luxury beauty group spanning retail, medispa clinics and e-commerce operations. They deliver high-end skincare, cosmetics and premium wellness services across international markets. They are now seeking to hire an Accounts Officer (Bookkeeping & Payroll) to own the day-to-day finance administration and payroll for their Hong Kong entity. This crucial remote role ensures seamless financial operations, precise ledger management and accurate reporting while collaborating closely with the Director and external auditors. Job Responsibilities - Bookkeeping and Financial Administration - Maintain the general ledger and execute daily bookkeeping tasks including journals, coding and data entry. - Record and reconcile daily sales across multiple retail channels, medispa POS systems and e-commerce platforms. - Manage accounts payable by processing supplier invoices, scheduling payments and reconciling statements. - Manage accounts receivable by raising invoices, monitoring outstanding balances and conducting collections follow-up. - Complete bank, credit card and merchant payout reconciliations across multi-currency accounts. - Payroll and Compliance - Prepare and process monthly staff payroll and mandatory provident fund contributions. - Calculate consultant and therapist commissions alongside performance bonuses. - Execute month-end close processes including accruals, prepayments, depreciation and supporting schedules. - Maintain clean, audit-ready financial records and assist external accountants with statutory filing and year-end audits. - Track inventory and cost of goods sold for retail and product lines while assisting with budgeting. Qualifications - Native or fluent spoken Cantonese with the ability to read and write Traditional Chinese. - High proficiency in written and conversational business English. - Strong fundamental understanding of double-entry accounting and bookkeeping principles. - Proven ability to work independently and self-manage in a remote or virtual environment. - High level of attention to detail, numerical accuracy, and discretion with sensitive financial data. - Stable internet connection of at least 25 Mbps with a reliable backup option. - Ability to work regular daytime hours aligned with Hong Kong business hours. Requirements - Familiarity with Hong Kong accounting practices, payroll regulations and statutory requirements. - Experience supporting a Hong Kong business entity or working within a multi-currency environment. - Intermediate to advanced skills in Microsoft Excel or Google Sheets. - Experience using cloud accounting software such as Xero, QuickBooks or MYOB. - Previous exposure to e-commerce or medispa platforms like Shopify and Zenoti. Benefits - Permanent work-from-home set-up. - Dayshift (Hong Kong Time). - Full-time job. - HMO. - Annual leave. - Christmas Bonus equivalent to 1 month's wage (pro-rate).

Role Description Our client is seeking to hire a Media Management Officer to support their administrative operations and elevate their digital presence. This part-time role focuses on maintaining professional communication channels, managing social media output, and assisting with essential business onboarding tasks. Job Responsibilities - Manage company Facebook pages and designated social media accounts - Create and schedule engaging social media content on a weekly basis - Respond to customer and stakeholder enquiries promptly via social media, email, and telephone - Foster online community engagement and maintain a positive brand presence - Assist with staff onboarding procedures and general administrative documentation - Complete allocated administrative tasks within strict internal deadlines - Coordinate with internal team members to support everyday operational needs - Handle sensitive information with a high degree of confidentiality and professional discretion Qualifications - Minimum 2 years of professional experience managing Facebook Business Pages - Minimum 2 years of general administration experience - Fluent or advanced written and verbal English communication skills - Intermediate proficiency with Meta Business Manager and Canva - Intermediate experience utilising Google Workspace and Microsoft Office applications - High attention to detail alongside strong organisational capabilities - Comfortable interacting regularly with clients, families, support workers, and service providers - Willingness to undergo a National Police Check and Working with Children Check Nice-to-Have Skills - Prior experience working within the NDIS or disability support sector - Advanced proficiency across the Microsoft Office suite applications 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 They are now seeking to hire a Marketing Coordinator Virtual Assistant to support their growing digital marketing initiatives. This remote position focuses on driving audience engagement, executing email campaigns, and accelerating lead generation activities. Job Responsibilities - Email Marketing and Lead Generation - Create visually appealing email marketing campaigns tailored for B2B and B2C audiences - Build, verify, and maintain prospect and client contact databases from scratch - Manage end-to-end email campaigns through HubSpot including setup, scheduling, and performance reporting - Contribute proactive ideas to improve overall marketing performance and lead generation metrics - Social Media and Community Engagement - Schedule and publish marketing content across Instagram, Facebook, and LinkedIn - Actively engage with online audiences, followers, and local community groups to foster relationships - Utilise Canva to design eye-catching visual assets for social media and email channels Qualifications - Minimum 1 to 2 years of remote experience as a Virtual Assistant or Marketing Coordinator - Prior experience supporting international clients, preferably within the Australian market - Direct, practical experience working inside HubSpot Marketing Hub - Documented history of managing end-to-end email campaigns and building lead lists - Proven experience managing brand channels across Facebook, Instagram, and LinkedIn - Proficiency in Canva or similar visual design tools to create digital assets - Strong written and verbal communication skills with a neutral accent - Excellent time management skills with the ability to interpret creative direction effectively - Reliable remote workspace with a dual-monitor setup, i5/i7 processor, and 16GB RAM - Stable wired internet connection (minimum 50 Mbps download / 20 Mbps upload) with a reliable backup connection Nice-to-Have Skills - Experience supporting a business during or immediately following a CRM/HubSpot system integration phase - Experience in the trade, electrical, or renewable energy industries Benefits - Permanent work-from-home set-up - Dayshift (Australian business hours) - Full-time job - HMO - Annual leave - 13th-month pay - With Government Mandated Benefits