Administrative Assistant

About Virtualy  Virtualy is a new and exciting Business Process Outsourcing company in Australia, and although we might be the new kids on the block we have plenty of experience and passion for what we do! Our goal is to match amazing talented team members with clients that need support in their business and to work together to achieve the ultimate partnerships. Virtualy is and will always be a high-performance service provider and we are committed to achieving the best possible outcomes for our clients and staff.  Core Values:  Collaboration: WE WIN AS A TEAM — We view each other as colleagues – part of the same team, striving to deliver the brand promise to our customers and each other every day. Individual performance is essential and valued; but never at the expense of the team  Embody a Service Mindset : We commit to consistently embodying a service mindset, where we proactively seek to understand and fulfill the needs of our customers and colleagues. It's about going above and beyond, anticipating their requirements, and delivering exceptional experiences that demonstrate our dedication to serving others with excellence and care.  Think Big, Never Settle: We embrace the value of thinking big and never settling because it drives us to continuously strive for innovation and excellence. We challenge the status quo, set audacious goals, and push the boundaries of what's possible. Complacency has no place in our culture; we are committed to ongoing growth, improvement, and making a lasting impact in everything we do.  Trust: At the core of our values lies trust. It's the bedrock of our relationships, the faith we place in each other's integrity, competence, and intentions. Trust is the currency that fuels our collaboration, allowing us to work together with confidence, transparency, and a shared belief in our shared mission.  Compassion: Compassion is the beating heart of our values. It's the genuine care and empathy we extend to every individual, both within our team and beyond. We believe in understanding the challenges and joys of others, offering support without judgment, and showing kindness in all our interactions. Our commitment to compassion drives us to create a positive and inclusive environment where everyone feels valued and supported, fostering personal and collective growth.  About the Scope of Work:  40 Hours per week  Are you an administration superstar looking for your next big challenge? Virtualy is on the lookout for a proactive and detail-driven administrator to work with a fantastic team that needs support. This pivotal role is all about keeping operations smooth, supporting the team, and helping the business deliver exceptional service every day. This role will be working in a team of 2 remotely and the remainder of the team in Australia. If you’ve got proven experience in administration and attention to details, love ticking off tasks with precision, and thrive in a fast-paced environment — we want to hear from you! We’re looking for someone who:  Has sharp attention to detail and takes pride in getting things right the first time Can manage a busy task list and keep on top of things all round Is a fast learner and open to new systems and tools  You’ll be joining a well-established, friendly, and forward-thinking team that’s ready to welcome and support you every step of the way. If you're ready to take your admin skills to the next level and grow within a future-focused team — apply now! Key Responsibilities:  Job Administration Lodging new jobs Transferring communications, notes, documents, and photos from service inbox into the project software (MySys), for both customers and vendors   Portals (copying from our platform to the customer’s) Manual quote entry Updating notes and communications Uploading PDFs   Quotes  Transferring quotes from the old to the new software Inputting line items for desktop quotes Following up on quotes via email   Requirements / Qualifications:  Experience: 2 years + in administration / data entry  Attention to Detail: Ability to identify errors and inconsistencies in documents or anything being worked on or received, as well as data being entered. Communication Skills: Strong written and verbal communication skills for email correspondence and team collaboration. Organisational Skills: Strong ability to manage multiple tasks with minimal supervision. Experience as a Virtual Assistant providing remote support Proactive, solutions-focused approach with excellent problem-solving skills Ability to learn new software & processes quickly and accurately  Prior experience with Insurance quote lodging in Australia a bonus This is a Work from Home Contractor role, requiring a complete workstation setup in your, including a secondary or contingency plan as part of your application. Your workstation setup must be modern and capable, including a secondary/contingency setup for unscheduled outages. The minimum specifications for your workstation are as follows: Modern dual-core processor (Ryzen or Intel) Windows 7 or later with the latest security updates and patches Minimum 16GB RAM 120GB SSD (strictly no HDD for both primary and secondary setups) Internet speed of at least 50MBPS for both primary and secondary setups This role will require you to have 2 screens - Please let us know if you only have 1 Additionally, you must have a decent-quality microphone and headphones for effective communication and collaboration.   What we offer:  Strategic Onboarding into Virtualy and Client portfolio, with extensive training. Welcome pack - Virtualy Merchandise A friendly and supportive environment where you will be offered expert training to further develop your skillset and acquire more hours or clients under SOW Contracts. Coaching, Performance & Professional development assistance. Opportunities with other clients Long term project & contract work A growth and learning Culture, where we want you to be the best you can be and will support your journey to learn more and achieve your best. A work from home contractor model allowing you to work remotely for Virtualy and our clients , enabling a better work life balance for you and your family. (Please note there are guidelines around the Contractor work from home offer, while our Team are our #1 priority and we foster a supportive culture, in turn we expect that our clients are always receiving the best possible service and outcomes) Competitive compensation rates as well as some exciting Virtualy Perks that can be unlocked for achieving milestones. Potential additional client bonuses (at the discretion of the client) Company engagement, Financial Planning, Taxes/Benefit lodging coaching, Quarterly Awards, Bday Bonus, further training via online courses  Think you’ve got what it takes?  If you feel like you match the above criteria or even possess most of the skills we are looking for, please submit your application by following the link below. Please allow 15-30 minutes for the application process as this will allow you to put your best foot forward in the recruitment process.  https://airtable.com/app6OMYdKalbpn0Gt/shr6xpyfsNwIL5tZV   If you have any questions, please feel free to reach out via email admin@virtualy.com.au