Executive / Operations Virtual Assistant - Freight & Business Administration Support

This is a remote position.

Business Address: Brisbane, Queensland Australia

Location: Australia

Working Arrangement: Remote / Virtual

Initial Hours: 10 hours per week

Potential Growth: Opportunity to increase hours based on performance and business needs

Target Start Date: Early October 2026

About the Business

Provides freight consulting, education, training, and freight management support to small and medium-sized businesses in Australia.

The business helps owners and their teams better manage their freight, identify cost-saving opportunities, improve supply chain efficiency, and refine or consolidate their shipping processes.

The founder works closely with clients on freight strategy, pricing decisions, complex matters, sales calls, and key client relationships. The VA will provide administrative and operational support around these activities, allowing the founder to delegate repeatable tasks that can be clearly documented through Standard Operating Procedures (SOPs).

About the Role

We are looking for a highly organised, reliable, and proactive Executive/Operations Virtual Assistant to provide focused administrative and operational support.

The role will initially concentrate on three key areas:

1. Inbox & Follow-Up Management
   
2. CRM & Pipeline Management
   
3. Quote & Freight/Job Administration
   

The successful candidate does not need to be a freight expert. Prior freight or logistics experience is a bonus, but the ability to learn quickly, follow SOPs accurately, communicate professionally, stay organised, and take initiative is more important.

The client will provide training and SOPs for the freight-related processes, with the intention of gradually expanding the VA's responsibilities as their understanding and confidence develop.

Key Responsibilities

1. Inbox & Follow-Up Management

• Monitor and organise the client's inbox.
  
• Identify emails requiring action, follow-up, or escalation.
  
• Handle routine follow-ups with clients, suppliers, and other contacts.
  
• Draft or send routine responses based on established processes and instructions.
  
• Track outstanding requests and ensure follow-ups are completed on time.
  
• Escalate urgent, sensitive, or complex matters to the client.
  
• Maintain an organised system for outstanding and pending items.
  
• Help ensure important emails and actions do not get missed.
  

2. CRM & Pipeline Management

• Maintain accurate and up-to-date CRM records.
  
• Update contacts, opportunities, pipeline stages, and relevant information.
  
• Monitor the sales pipeline and identify items requiring follow-up.
  
• Ensure follow-up activities and client information are properly recorded.
  
• Support general CRM administration and data maintenance.
  
• Use GoHighLevel (GHL) for basic administrative and content-related tasks.
  
• Navigate the existing GHL setup and upload/manage videos and other educational materials.
  
• Upload course or educational content into the appropriate areas of the GHL system.
  
• Follow established processes rather than being responsible for advanced GHL development or automation.
  

GHL proficiency required: Basic to intermediate. The system is already established; the VA primarily needs to be comfortable navigating the platform, managing information, and uploading content. Advanced automation, funnel building, or technical development experience is not required.

3. Quote & Freight/Job Administration

The VA will initially provide administrative support for routine freight and courier-related activities. Training and SOPs will be provided.

Responsibilities may include:

• Assist with basic freight and courier bookings.
  
• Monitor shipment status and tracking information.
  
• Check whether shipments are progressing according to schedule.
  
• Identify delays, missing cartons, or other shipment issues.
  
• Investigate routine shipment issues with the relevant courier or supplier.
  
• Provide routine status updates to clients when required.
  
• Request freight rates/quotes from overseas suppliers or agents using established templates and instructions.
  
• Communicate with suppliers/agents to obtain the required information for a freight quote.
  
• Collect and organise supplier responses and buy rates.
  
• Enter relevant information into the client's quote template.
  
• Prepare draft quote information for the client to review and finalise.
  
• Maintain accurate freight/job records.
  
• Assist with general freight and job administration as processes are established.
  

Important: The VA will not be responsible for making final freight pricing decisions or determining freight strategy. The client will retain responsibility for pricing, freight strategy, complex client matters, sales calls, and key client relationships.

The VA is expected to gradually take on more responsibility as their knowledge of the business and freight processes develops.

Xero Support

Xero responsibilities will be basic and administrative rather than bookkeeping-focused.

Tasks may include:

• Preparing and sending freight invoices to clients.
  
• Checking whether expected payments have been received.
  
• Flagging unpaid or overdue invoices for follow-up.
  
• Maintaining accurate invoice-related information.
  

Bookkeeping or accounting experience is not required. The client already works with a bookkeeper.

Ideal Candidate

We are looking for someone who is:

• Highly organised and detail-oriented.
  
• Reliable and consistent.
  
• Comfortable managing multiple follow-ups and deadlines.
  
• Confident communicating with clients, suppliers, and other business contacts.
  
• Proactive in following up on outstanding items.
  
• Able to work independently while knowing when to escalate an issue.
  
• Comfortable following detailed SOPs and documented processes.
  
• A quick learner who can understand new systems and workflows.
  
• Comfortable working with CRM platforms and cloud-based business tools.
  
• Strong in written English.
  
• Professional and confident in business communication.
  
• Comfortable working with repetitive administrative processes while maintaining accuracy.
  
• Willing to gradually learn freight and logistics processes.
  

Freight/Logistics Experience

Previous freight, courier, logistics, or supply chain experience is preferred but not essential.

Strong candidates without freight experience will be considered if they demonstrate excellent organisation, initiative, communication skills, attention to detail, and the ability to quickly learn new processes.

Required Skills

Essential

• Excellent written English
  
• Strong organisation and time management
  
• Attention to detail
  
• CRM administration
  
• Email/inbox management
  
• Professional follow-up communication
  
• Data entry and record maintenance
  
• Ability to follow SOPs
  
• Ability to learn new systems quickly
  
• Ability to work independently
  
• Strong administrative skills
  
• Good judgment regarding when to escalate issues
  

Preferred

• GoHighLevel experience
  
• Xero experience
  
• Freight/logistics/courier administration experience
  
• Experience communicating with suppliers
  
• Experience preparing quotes
  
• Experience with shipment tracking
  
• Microsoft 365 proficiency
  

Tools & Platforms

The VA may work with:

• GoHighLevel (GHL) – CRM, pipeline and basic content/course administration
  
• Xero – basic invoicing and payment monitoring
  
• Microsoft 365 – email, documents, spreadsheets and general business administration
  
• Courier/Freight portals – shipment tracking and basic bookings
  
• Other client-specific systems and platforms as required
  

The client will provide access, SOPs, and training for the relevant systems and processes.

Working Arrangement

• Remote / work-from-home
  
• Initial commitment of 10 hours per week
  
• Potential to increase hours as the business relationship develops
  
• Flexible working schedule, with preference for reasonable overlap with the client's Australian business hours
  
• The client is approximately two hours behind the Philippines
  
• The VA will be expected to provide an End-of-Day (EOD) Report summarising:
  
• Tasks completed
  
• Pending items
  
• Blockers or issues
  
• Important follow-ups
  
• Priorities for the next working day, where applicable
  

Training & Onboarding

The client will provide SOPs and training, particularly for freight-related tasks.

The initial approach will be deliberately focused rather than assigning multiple responsibilities at once. The VA will first develop a strong understanding of the core processes before additional responsibilities are gradually delegated.

The client will personally provide guidance on:

• Freight administration processes
  
• How to communicate with overseas freight agents/suppliers
  
• Information required when requesting freight quotes
  
• Quote preparation procedures
  
• Courier/shipment processes
  
• Relevant business-specific workflows
  

What Success Looks Like

The successful VA will help the client:

• Keep the inbox organised and actionable.
  
• Ensure follow-ups are completed on time.
  
• Keep CRM and pipeline information accurate.
  
• Reduce the client's administrative workload.
  
• Ensure routine freight jobs and shipments are properly monitored.
  
• Obtain required freight information from suppliers efficiently.
  
• Prepare accurate draft quote information.
  
• Keep clients informed about routine shipment updates.
  
• Maintain organised records and documentation.
  
• Gradually take ownership of additional administrative processes as trust and familiarity develop.
  

The ideal candidate will ultimately become a reliable extension of the client's business, allowing the client to focus on higher-value activities such as freight strategy, pricing, sales, consulting, and key client relationships.