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We help Aussie companies find top 3% remote talent in the Philippines & Nepal for a single finder's fee.
Operations, Client Support Virtual Assistant
Location
Philippines
Posted
94 days ago
Salary
$1.5K - $2K / month
Seniority
Senior
Job Description
Operations, Client Support Virtual Assistant
Hunt St
• Review overdue accounts in Xero on a regular basis. • Cross-check each overdue account in Salesforce before contacting the customer. • Look for any notes, updates, or issues that may explain delayed payment, including: installation delays, questions about quality of finish, customer complaints or concerns, unresolved service or project issues. • Make sensible decisions about whether an account should be followed up immediately or escalated internally first. • Keep accurate notes on actions taken, customer responses, and next steps. • Escalate sensitive or complex accounts to management before applying pressure. • Use a friendly, professional, and respectful tone in early-stage payment follow-up. • Adjust communication tone depending on the age of the debt: Under 30 days overdue: friendly, helpful, and relationship-focused; Over 30 days overdue: firmer, more direct, and more structured while still remaining professional. • Potentially assist with reconciling incoming payments. • Check that all invoices coming through the AutoEntry system are correctly present in Xero. • Support the finance function with accuracy and follow-up. • Send final invoices to clients. • Follow up to confirm receipt where needed. • Maintain professional and friendly communication while supporting timely payment. • Follow up on warm sales leads after a salesperson has sent a quote or email. • Check in approximately one week later to confirm the client received the quote and ask whether they need any further information. • Set up projects and opportunities correctly in Salesforce. • Process orders that come through the website within required timeframes. • Chase up failed deliveries with freight companies. • Record completed project photos and project details on the existing spreadsheet. • Provide PA support to both company directors. • Assist with simple filing and document organisation. • Book travel and help coordinate related arrangements. • Help keep day-to-day admin organised and moving.
Job Requirements
- 3–5+ years of experience as a Virtual Assistant in operations and client support, with experience in admin support, accounts receivable, sales support, project coordination, logistics follow-up, or PA work.
- Proficient in Xero and Salesforce
- Proficient in Google Workspace
- Experience with Zoho is a bonus
- Excellent written and verbal communication skills in English
- Strong attention to detail with the ability to understand context before taking action
- Confident and professional phone manner, comfortable handling payment follow-ups and sensitive conversations
- Self-directed, reliable, and available during Australian Eastern business hours
- Able to manage multiple priorities and deadlines.
- Works independently and escalates issues appropriately.
- Customer-focused, commercially aware, and balanced in follow-up approach.
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