Virtual Assistant (Operations & Admin) – Building Inspections & Services

We are looking for a highly organized, proactive, and detail-oriented Virtual Assistant to support a growing building inspection and painting services business. If you have a background in trades, property, or professional services and thrive in managing day-to-day operations, this role is for you.

What You’ll Work On

✔️ Inbox Management: Monitor, triage, and respond to enquiries and quote requests using approved templates; escalate items requiring owner attention.

✔️ Quote Management: Prepare and issue quotes from a standard price list, followed by a structured follow-up sequence.

✔️ Booking & Calendar Coordination: Schedule inspections, manage the calendar, resolve scheduling clashes, and efficiently sequence jobs by location.

✔️ Property Access Coordination: Coordinate access with agents, vendors, tenants, and property managers (including keys and lockbox codes).

✔️ Client Care: Send confirmations and reminders ahead of inspections, manage report dispatch, and conduct post-delivery check-ins and review requests.

✔️ Systems Maintenance: Maintain an interim job tracker and client database using Google Workspace, and document processes as they are built.

Requirements

✔️ Communication: Strong written English with the ability to match our brand voice in client-facing emails, plus a confident and professional phone manner.

✔️ Industry Experience: Prior experience in a trade, property, or services business (familiarity with quotes, site access, and settlement timelines is a strong plus).

✔️ Organizational Skills: Exceptional multi-party scheduling abilities, extreme accuracy under pressure, and persistence in chasing third-party access and updates.

✔️ Proactive Mindset: A self-starter who anticipates scheduling gaps and knows when to independently problem-solve versus escalate.

✔️ Tech Savvy: Fluent in Google Workspace (Shared Inboxes, Calendar, Drive, Sheets, and Forms) with a willingness to learn platforms like ServiceM8, Tradify, Xero, and AI productivity tools.

Nice to Have

✔️ Experience in trade industry (building inspection and painting)

✔️ Basic understanding of building inspection

✔️ Operations and professional services experience

Engagement Details

Available from Monday to Friday at 8:00 AM to 1:00 PM AEST. Please apply with a brief overview of your experience and availability.

Why Work With SEVA?
At SEVA, we value strong personalities, confidence, and proactive team players. We partner with purpose led businesses and create an environment where our VAs feel supported, appreciated, and part of a team that truly cares.