Role Overview:
We are a travel lifestyle media and entertainment company that partners with hotels, media organizations, events, and influencers. In addition, we operate a distribution and export business, bringing Australian-made products including wines, foods, snacks, and FMCG to markets across Southeast Asia.
Our team frequently attends international trade shows and business events to build partnerships and generate leads. We are seeking a Virtual Assistant (VA) to help manage contacts, support client inquiries, and assist with administrative and lead generation tasks.
This role will primarily focus on data entry, lead management, basic customer support, and outreach to contacts gathered from events and business meetings.
Scope of Work / Responsibilities:
The Virtual Assistant will support the team with the following tasks:
- Customer Support
- Serve as the first point of contact for clients through the Shopify B2B backend system.
- Assist customers with basic inquiries, support requests, and order-related questions.
- Log and manage support requests within internal systems.
Lead Generation & Cold Calling
- Conduct basic cold calling and follow-ups with contacts gathered from trade shows and networking events.
- Introduce the company and schedule meetings or calls with potential partners or clients.
- Assist in maintaining and nurturing business relationships.
Data Entry & CRM Management
- Organize and input contact details from business cards and event leads into the CRM system.
- Maintain accurate records of:
- Trade show contacts
- Client meetings
- Business partnerships
- Update spreadsheets and CRM with relevant data.
Administrative Support
- Assist with general administrative tasks, including documentation and record keeping.
- Support internal team coordination where necessary.
- Help organize leads and customer information to improve workflow efficiency.
Qualifications:
- Experience & Skills:
- Previous experience as a Virtual Assistant, Administrative Assistant, or Customer Support Representative preferred
- Comfortable with data entry and CRM systems
- Basic sales or cold-calling experience is an advantage
- Strong organizational and attention-to-detail skills
- Good English communication skills (written and verbal)
- Personality & Work Style:
- Reliable and self-motivated
- Detail-oriented and organized
- Professional when communicating with potential clients
- Able to work independently with minimal supervision
Tools & Systems Used:
- CRM: Odoo (LinkedIn integration for contact management)
- Communication: Slack, WhatsApp
- Email: Gmail
- Documentation & Data: Google Workspace (Google Sheets, Google Docs)
- E-commerce Support: Shopify (B2B backend system for customer support and orders)
- No advanced technical skills are required; training will be provided where necessary.
Work Schedule:
- Hours: Starting with 15 – 20 hours per week; flexible shift
- The team is based in Melbourne, Australia, but the VA may work flexible hours.
- Target Start Date: Preferred before the end of the month.