VirtualStaff365

• 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 • 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 • 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

• 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 • 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 • 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 • 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

• 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 • 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 • 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 • 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 • 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

• 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

• 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 • 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 • 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 • 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 • 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

• 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 • 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 • 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

- 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 - 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 - 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 - 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

• 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 • 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 • 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 • 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

• 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 • 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

• Monitor and manage the debtors report across multiple job types daily • Review job statuses and customer notes to determine appropriate follow-up actions • Follow up on outstanding payments from customers via phone and email in a professional manner • Chase outstanding payments at key billing milestones including specific project claim stages • Process credit card payments over the phone and handle inbound accounting enquiries • Identify non-compliant or difficult payment situations and escalate them appropriately • Follow up on expired maintenance agreements and send out renewals to customers • Send regular acceptance invoice reports to internal stakeholders twice weekly • Maintain up-to-date payment status notes and accurate collection records • Cross-check accounts receivable records against accounting software reports • Attend weekly team meetings to discuss outstanding payment issues and strategies • Liaise with internal installation, service, and electrical departments to resolve customer disputes • Assist with ad-hoc accounts receivable administrative tasks and customer communications