– Virtual Assistant

Company: Virtual Teams & Solutions

Location: Sarabhai Campus, Near Genda Circle, Vadodara

Work Timing

- 4:00 am – 6:30 am: Work from Home
- 6:30 am – 7:30 am: Break
- 7:30 am – 1:30 pm: Work from Office

(Aligned with Australian business hours)

About Virtual Teams & Solutions

Virtual Teams & Solutions is a specialised staffing and outsourcing partner supporting clients across Australia. We provide trained Virtual Assistants who operate from our India-based office while working in alignment with Australian work standards, communication styles, and time zones.

Our focus is on reliability, professionalism, and providing long-term support to our clients.

About the Role

We are looking for a Virtual Assistant to provide day-to-day administrative and operational support to our Australian clients.

The role involves inbox management, calendar scheduling, documentation, data entry, client communication, social media management, and other routine business activities. Depending on the client assignment, the role may also include industry-specific administrative support in construction, real estate, or mortgage broking.

The ideal candidate should be organised, detail-oriented, proactive, and capable of managing multiple tasks while maintaining professional communication and ensuring timely completion of assigned responsibilities.

Key Responsibilities

1. Inbox & Calendar Management

- Manage inboxes, organise emails, and prioritise messages requiring attention.
- Draft and respond to routine emails as required.
- Schedule meetings, appointments, and calls while managing calendar conflicts.
- Send meeting invitations, reminders, and follow-ups, and keep calendars updated.

2. Administrative & Documentation Support

- Handle daily administrative tasks and maintain organised records.
- Prepare, format, update, and file documents, spreadsheets, and reports.
- Manage digital folders and maintain accurate documentation.
- Assist with data entry, database updates,



and maintaining trackers; support general office administration as required.

3. Communication & Coordination

- Communicate professionally with clients, customers, suppliers, and other stakeholders.
- Follow up on pending emails, tasks, requests, and required information.
- Coordinate meetings, appointments, and day-to-day activities.
- Maintain communication records and ensure assigned tasks are completed within agreed timelines.

4. Social Media Management

- Create basic social media content, captions, and graphics using tools such as Canva.
- Schedule and publish approved posts across platforms such as LinkedIn, Facebook, and Instagram.
- Maintain content calendars and ensure posts are published on time.
- Monitor comments, messages, and engagement, and assist with routine enquiries and basic engagement reports.

5. Data Management & General Business Support

- Update spreadsheets, CRM systems, and other business platforms.
- Conduct online research and assist with preparing reports.
- Organise information and maintain accurate business records.
- Assist with databases, trackers, and operational documents, and support additional tasks based on client requirements.

Industry-Specific Support (Depending on Client Assignment)

1. Construction Support

- Assist with project documentation, schedules, quotation requests, purchase orders, and project tracker updates.
- Coordinate follow-ups with builders, trades, suppliers, and subcontractors, and track materials, inspections, and outstanding information.
- Support estimates, invoices, variations, compliance documents,



and general project administration.

2. Real Estate Support

- Assist with property listings, enquiries, inspection schedules, and related documentation.
- Update property management or CRM systems and maintain property, tenant, owner, and contact records.
- Coordinate maintenance requests, appointment reminders, lease or inspection follow-ups, and communications with tenants, owners, and service providers.

3. Mortgage Broking Support

- Assist with client onboarding and organise supporting documents required for loan applications.
- Track application progress, update CRM records, and follow up on missing information with clients or relevant parties.
- Coordinate appointments and correspondence with brokers, lenders, and other parties while maintaining confidentiality of client financial information.

These responsibilities are indicative and will vary depending on the client and the assigned role.

Skills & Competencies

- Good written and verbal English communication.
- Strong organisational skills and attention to detail.
- Good knowledge of Microsoft Excel, Word, Outlook, and other Office applications.
- Strong time-management, coordination, and follow-up skills.
- Basic understanding of social media platforms and content scheduling; familiarity with Canva is an advantage.
- Ability to manage multiple tasks and prioritise workloads professionally and reliably.

Experience

- Previous experience in administration, Virtual Assistance, or a similar role is preferred.
- Experience working with Australian clients or businesses is an advantage.

What We Offer

- Qualified and supportive work environment.
- Opportunity to work with Australian businesses.
- Exposure to Australian work culture and business operations.
- Training and support for client-specific processes.
- Long-term career growth opportunities within Virtual Teams & Solutions.

Virtual Teams & Solutions

📌 Virtual Assistant - Onsite(Vadodara)
🏢 Virtual Teams u0026 Solutions
📍 Vadodara