Virtual Administration Assistant – HVAC / Simpro (AU Client)

We are seeking a highly organised and detail-oriented Virtual Administration Assistant to support an established HVAC installation and service business based in Victoria, Australia.

This role is ideal for someone with strong administration experience who is confident working with Simpro, managing customer enquiries, maintaining accurate records, following up outstanding tasks, and supporting day-to-day service and accounts administration.

Key Responsibilities

• Monitor and triage shared email inboxes and customer enquiries.
• Process new leads and create/update customer and site records in Simpro.
• Create jobs, leads and tasks and allocate them to the appropriate team member.
• Monitor outstanding quotes, jobs, invoices and warranty matters.
• Prepare daily reports and follow up outstanding administrative actions.
• Maintain accurate customer, equipment and job information in Simpro.
• Check completed jobs for missing technician notes, photos and required information.
• Assist with asset and equipment data, including model and serial number verification.
• Maintain warranty and job tracking spreadsheets.
• Assist with supplier invoice processing and matching.
• Support basic invoicing and quote preparation following training.
• Maintain data accuracy and assist with database clean-up projects.
• Communicate clearly with the internal team and escalate issues when required.

Essential Skills & Experience

• Previous administration experience, preferably in HVAC, electrical, plumbing, construction, trades or a service-based business.
• Hands-on Simpro experience is highly preferred.
• Experience with customer records, job management or CRM systems.
• Strong Microsoft Excel and Outlook skills.
• Experience with invoicing, purchase orders or accounts administration.
• Excellent attention to detail and data-entry accuracy.
• Strong written and verbal English communication skills.
• Excellent organisation and time management.
• Ability to work independently and manage multiple priorities.
• Strong follow-up skills and a proactive approach to outstanding tasks.

Highly Desirable

• Experience with Simpro job management software.
• Experience in HVAC, electrical, plumbing or other trade businesses.
• Understanding of job costing and service workflows.
• Experience with supplier invoices and customer invoicing.
• Previous remote administration experience.

The Ideal Candidate

We are looking for someone who is:

• Proactive – follows up tasks without being constantly reminded.
• Detail-oriented – maintains accurate customer, job and financial records.
• Organised – can manage multiple jobs and priorities.
• Reliable – consistently meets deadlines and follows processes.
• Tech-savvy – comfortable learning and working across multiple systems.
• A strong communicator – knows when to act and when to escalate.

Technical Requirements

• Reliable computer capable of running Simpro and business applications.
• Stable, high-speed internet connection.
• Quiet and professional home office.
• Ability to work Australian business hours.

What We Offer

• Fully remote position.
• Opportunity to work with an established Australian trade business.
• Training and support provided.
• Opportunity to progressively take on invoicing, quoting and greater administrative responsibilities.
• Long-term opportunity for the right candidate.

If you have strong administration experience and hands-on Simpro experience, we would love to hear from you.