Bookkeeping, Admin, Marketing & Compliance

Virtual Assistant — Bookkeeping, Admin, Marketing & Compliance

Role Overview

This is a part-time Virtual Assistant role supporting a business owner across bookkeeping, financial administration, compliance, marketing, and general operations. The VA works independently on a recurring schedule, using a suite of cloud-based tools to keep the business running smoothly — from reconciling transactions in Xero to scheduling LinkedIn content and managing inboxes.

Paid Trial (10 Hours)

During the initial paid trial, the successful candidate will be expected to complete a series of tasks.

AI Usage Question

As part of your introduction video (or as a written response), please also answer:

How do you currently use AI tools in your work? Please give a specific example of a task you have used AI for, and describe how it improved your output or efficiency.

Note: There is no wrong answer. We use AI actively in this role and want to understand your comfort level and approach.

Ongoing Responsibilities

1. Bookkeeping & Payroll (Xero)
   

Transaction Management

• Perform regular reconciliations of all business transactions in Xero
  
• Raise, update, and track invoices (including invoices for clients such as YVW)
  
• Create, classify, and manage bills, including repeating bills and auto-renewals
  
• Reclassify marketing, contractor, and other miscategorised expenses
  
• Maintain Fixed Asset Register and update as required
  
• Set up and manage purchases in Xero
  

Payroll & Superannuation

• Process and post pay runs on schedule
  
• Prepare and maintain payslip folders and payslip activity spreadsheets
  
• Reconcile and process superannuation contributions (quarterly SGC)
  
• Confirm and pay superannuation payments via Xero
  

Cash Flow & Financial Reporting

• Prepare and maintain cash flow projections (monthly and annual)
  
• Compile income and expense summaries
  
• Assist with financial projections and income forecasting
  
• Track and tally rental income and property expenses
  

1. Compliance & Tax
   

• Prepare and lodge BAS documentation, including workpapers and journal entry review
  
• Coordinate with external accountant via email on tax matters
  
• Manage Fringe Benefits Tax (FBT) requirements — review, preparation, exempt vehicle declarations
  
• Create and maintain playbooks for FBT, SGC, and BAS processes
  
• Monitor and follow up on ASIC renewal, insurance, and Worksafe obligations
  
• Set up BAS payment plans and process ATO bill payments
  
• Prepare remuneration certifications and compliance documentation
  

1. Administrative Support
   

Inbox & Communication Management

• Daily inbox sweep, email labelling, and folder creation across Outlook and other platforms
  
• Follow up on outstanding emails, forward correspondence, and respond on behalf of the client
  
• Manage reminders and create Slack notifications from email actions
  

Document & File Management

• Upload and organise documents across Google Drive, OneDrive, and SharePoint
  
• Create and maintain folder structures for projects, invoices, pay advice, and insurance
  
• File BAS workpapers, payslips, superannuation documents, and ownership statements
  
• Update and maintain passwords in 1Password
  

Task & Project Coordination

• Maintain task dashboard (Notion) with bills, due dates, reminders, and checklists
  
• Create and update playbooks for recurring admin processes
  
• Prepare meeting agendas, take notes, and distribute summaries
  
• Pay utility, electricity, and other recurring bills on schedule
  

1. Property Management Support
   

• Maintain rental property transaction and expense tracking spreadsheet
  
• Compile monthly rental income and expense tallies
  
• File ownership statements and property-related documents
  
• Handle correspondence related to the property and liaise with relevant parties
  
• Organise and maintain property document folders
  

1. Marketing & Social Media
   

Content Creation & Scheduling

• Develop monthly content plans and create written social media posts
  
• Design and edit marketing assets using Canva
  
• Schedule and publish posts to LinkedIn and Facebook
  
• Manage and update Notion-based content tracker and social media calendar
  
• Fill metadata for scheduled posts and maintain content library
  

Brand & Digital Presence

• Conduct competitor research and brand audits
  
• Develop user personas and marketing strategy documentation
  
• Write and refine bio, about page, and speaker profile copy
  
• Create and maintain accounts on Linktree, Canva, and Facebook
  
• Review and update website copy and create mockups in Canva
  

Business Development & Speaking Engagements

• Research and identify relevant speaking engagement opportunities and conferences
  
• Create Notion pages to track events and maintain a pipeline of opportunities
  
• Prepare cold outreach kits and speaker profiles
  
• Support lead generation activities
  

1. Sales Support
   

• Prepare PowerPoint presentations and supporting documents for client proposals
  
• Assist with pitch deck creation and document formatting
  

Tools & Platforms

• Accounting: Xero
  
• File Storage: Google Drive, OneDrive, SharePoint
  
• Project Management & Notes: Notion
  
• Email: Outlook
  
• Password Management: 1Password
  
• Design: Canva
  
• Social Media: LinkedIn, Facebook
  
• Communication: Slack
  
• Other: 1Password, Linktree, Meta Business Suite