Website:
virtualteamsandsolutions.com
Job details:
Company: Virtual Teams & Solutions
Location: Sarabhai Campus, Near Genda Circle
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)
Experience Required: 2-4 Years
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 professional services. 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 long-term client support.
About the Role
The Operations & Administration Support is responsible for supporting Australian
clients through efficient operational coordination, administration, client
communication, onboarding, documentation, reporting, and continuous process
improvement. This role focuses on delivering exceptional client service and supporting
Virtual Assistants through training and operational guidance.
Key Responsibilities
1. Client Operations & Support
• Act as the primary operational contact for assigned client accounts.
• Coordinate day-to-day operational requests and ensure timely follow-up.
• Coordinate client onboarding activities and maintain client records.
• Prepare meeting agendas, minutes and action trackers.
• Maintain client documentation, contracts and operational records.
• Support implementation of new client processes.
2. Client Relationship Management & Communication
• Schedule and coordinate monthly client feedback meetings.
• Maintain regular communication with Australian clients.
• Communicate upcoming public holidays, office closures and operational updates.
• Notify clients of planned Virtual Assistant leave well in advance and coordinate approvals where required. • Arrange backup coverage where applicable to minimise service disruption.
• Maintain records of client communications, feedback and action items.
• Prepare and distribute client newsletters and organisational updates.
• Escalate significant client concerns to the Director.
3. Administration & Documentation
• Maintain shared drives, folders and document repositories.
• Prepare operational documents, templates, forms and checklists.
• Organise operational calendars and meeting schedules.
• Ensure confidentiality of client information.
4. Client Onboarding
• Prepare onboarding checklists and documentation.
• Coordinate system access and onboarding schedules.
• Track onboarding progress and ensure completion of all required documentation.
5. Training & Knowledge Management
• Develop customised client-specific training materials, SOPs and process guides.
• Create onboarding manuals, presentations, videos and reference documents.
• Update training materials whenever client processes change.
• Maintain a central knowledge base for all active clients.
6. Virtual Assistant Training Support
• Deliver client-specific induction and operational training.
• Provide guidance during the initial onboarding period.
• Conduct refresher training as required.
• Maintain training records and competency checklists.
7. Observation & Continuous Improvement
• Conduct observation sessions during live work to understand workflows.
• Assess adherence to client processes and quality standards.
• Provide constructive coaching following observation sessions.
• Document findings and update SOPs and training material.
• Recommend process improvements based on observations.
8. Reporting & Operational Tracking
• Prepare daily, weekly and monthly operational reports.
• Maintain onboarding trackers, action registers and service delivery reports.
• Monitor pending tasks and ensure timely completion.
9. Business Support
• Assist with proposals, presentations and business development documentation.
• Support marketing initiatives and operational projects.
10. Social Media & Marketing Support
• Create engaging social media content for Your Remote Team, TechnoSmart, and Virtual Teams & Solutions.
• Develop content calendars aligned with each brand's marketing objectives.
• Design and write posts highlighting company services, client success stories, team achievements, recruitment campaigns, and industry insights.
• Coordinate with internal stakeholders to gather content ideas and business updates.
• Schedule and publish content across LinkedIn and other approved social media platforms.
• Monitor engagement and prepare basic monthly social media performance reports.
• Maintain brand consistency across all marketing materials and social media channels.
• Assist in creating brochures, presentations, newsletters, and promotional content to support business development.
Key Performance Indicators (KPIs)
• Timely completion of client requests.
• Monthly client feedback meetings completed.
• Advance communication of VA leave and public holidays.
• Client satisfaction and retention. • Accuracy of documentation and reports.
• Completion of client-specific training before go-live.
• Observation sessions completed as scheduled.
• Continuous improvement recommendations implemented. Skills & Competencies
• Excellent written and verbal English communication.
• Strong organisational and time management skills.
• High attention to detail. • Client relationship management.
• Documentation and SOP writing.
• Microsoft Office, Excel and CRM systems.
What We Offer
• Professional and supportive work environment
• Opportunity to work with Australian businesses
• Exposure to Australian work culture and business operations
• Long-term Career growth opportunities within Virtual Teams & Solutions
Click on Apply to know more.
