Virtual Assistant

Job Description Virtual Assistant

Company: Virtual Teams & Solutions

Location: Sarabhai Campus, Near Genda Circle (Work-from-home + Office)

Work Timing

4:00 am 6:30 am: Work from Home

6:30 am 7:30 am: Break

7:30 am 1:00 pm: Work from Office

About Virtual Teams & Solutions

Virtual Teams & Solutions is a specialised staffing and outsourcing partner supporting clients across Australia in industries such as construction, real estate, recruitment, bookkeeping, and more.

We provide highly skilled Virtual Assistants who work from our India-based office, fully aligned with Australian business hours and standards. Our team is trained to deliver professional communication, strong work ethic, and high-quality support tailored to each client's business needs.

About the Role

We are seeking a Virtual Assistant to support our Australian client who manages multiple ongoing construction projects. The ideal candidate will be detail-oriented,highly organised, strong in communication, and capable of working closely with theDirector of the company. This role requires solid Excel skills, excellent email etiquette,and strong coordination abilities. Construction experience is an added advantage.

Key Responsibilities

1. Procurement & Supplier Coordination

Request and follow up on quotations from tradies and suppliers

Compare quotes and recommend cost-effective options

Maintain a detailed quotation tracker for transparency

2. Estimation & Planning

Review project plans and prepare material estimates

Assist in preparing cost sheets and basic BOQs (Bill of Quantities)

Ensure high accuracy and completeness in estimation work

3. Invoice Verification & Accounts Coordination

Receive and verify invoices from tradies and suppliers

Match invoices with approved quotations

Flag discrepancies and coordinate with the accounts team for resolution

4. Communication & Email Management

Draft and manage professional emails with suppliers, tradies, internal teams,and the Director

Uphold strong Australian business email etiquette

Follow up on pending tasks and schedule necessary meetings

5. CRM & Reporting

Update project details in the CRM system (training provided)

Prepare daily and weekly reports as required

Maintain documentation and project progress records

Skills & Qualifications

Essential

Strong expertise in Microsoft Excel (formulas, comparisons, calculations)

Excellent written and verbal communication with strong email etiquette

Strong organisational and coordination skills

Ability to work early-morning Australian time zone shifts

High attention to detail and accuracy

Preferred / Added Advantage

Experience in the construction industry (material knowledge, BOQ basics,estimation)

Experience working with international clients

What We Offer

Opportunity to work with a reputed Australian construction company

Structured CRM and system training

Professional office environment at Sarabhai Campus

Growth opportunities within Virtual Teams & Solutions