Virtual Admin Assistant (FTS0001)

As Virtual Admin Assistant, you will be a trusted advisor and expected to support the business and team, proactively and effectively within Australian businesses.

Main Responsibilities:
• Run curated content through paraphrasing filters and publish blogs/update website pages
• Draft and schedule social media posts
• Coordinate with meeting requestees to find the most efficient time, take minutes, and provide reporting
• Write error-free, eloquent emails and letters
• Edit/modify documents and presentations
• Maintain confidentiality and use a high degree of discretion
• Oversee internal administration processes and system upkeep
• Responsibility for maintaining a strong culture and internal engagement
• Organisation of functions, events, and other ad hoc celebrations throughout the year
• Office Coordination, general office support, and other building matters when required
• Providing necessary data & reports to the Management & Sales Team
• Sales monitoring, updating sales sheet, sales order nos, client details, delivery dates, and contacting sales for the list of follow-ups.
• Coordinate and manage multiple priorities and projects on a timely basis.
• Prepare and Arrange Internal Filing System (Creating Folders/Client Docs).
• Filing of Documents (Paperless) into the Database.
• Updating and Maintaining client details.
• Prepare client letter templates.
• Assist in the preparation of Insurance Quotations using online systems.
• Preparation of insurance schedules and policy renewals.
• Claims Management in CRM.
• Management of email inquiries and inbox.

• Assistance in preparation of marketing materials.
• Minor call management.

Account Management:
• Be professional/courteous/polite on all communications
• Raise emerging issues, concerns, or areas of opportunity that affect clients’ experience and/or the effectivity and efficiency of processes
• Maintain a high level of quality and efficiency on all tasks managed by observing best practice and utilizing available tools
• Ensure attendance, participation and cooperation during knowledge transfer sessions and other meetings
• Collaborate with the team and contribute to the overall success of the program by sharing best practices and playing an active role in meetings, workshops etc.
• Help in creating Work Level Instructions (WLIs) for the tasks being handled
• Represent hammerjack and brands in a professional manner

Ad hoc tasks:
• Tasks deemed necessary to ensure excellent customer experience as determined by management

Product Knowledge
• Bachelor’s/College Degree in Business Administration, Management, Law, or other related discipline
• At least 2 years of experience as a Virtual Admin Assistant with stakeholder management skills
• Strong analytical and computer (primarily Outlook, Excel, Teams) skills
• Strong oral and written communication skills
• Canva experience is an advantage.
• General insurance experience would be beneficial.
• Strong organisational, project management, and problem-solving skills with implacable multi-tasking abilities.
• Ability to follow process and work independently.
• Tech savvy and fast learner of system and procedure.
• Communicate progress and/or report issues.
• Mandarin language proficiency is a great advantage.
• Detail-oriented, always able to provide accurate and high-level quality work
• Ability to manage multiple priorities while remaining focused on quality and delivery
• Good administrative and organizational ability.
• Ability to learn quickly and think ahead
• Experience in a complex and fast paced SME environment will be highly regarded
• High level of empathy and mindfulness
• Works collaboratively and as part of a team building genuine relationships
• Provides systematic and dependable follow up, as well as a high level of organisation and preparedness
• Maintains workflow under pressure and in a fast-paced, high-profile work environment
• Accountability – always following up and staying ahead of the game
• Ability to think strategically and execute quality output under tight deadline
• Strong time-management skills and presentation skills
• Hard working and passionate about career and making a difference.

Customer Focus
• Actively seeks to understand and deliver client needs, expectations, and level of satisfaction
• Able to maintain good relationships with clients and other stakeholders.
• Pro-actively seeks solutions for clients
• Experience as Admin/personal assistant/receptionist for Government infrastructure industry is desirable