Virtual Assistant (Office Administrator)
- Type of Employment
- Permanent - Work From Home
- Time Commitment
- Full time
About Us
At Ramp Remote (previously Amped HQ), we’re on a mission to connect top talent with opportunities that drive real impact. We’re constantly expanding our global network, seeking the best and brightest to join our team and contribute to our partners’ success.
With industry-leading partner and employee retention, Ramp Remote (previously Amped HQ) is redefining what outsourcing can be. We focus on building genuine relationships, delivering meaningful results, and fostering growth both professionally and personally, in a fun, supportive environment.
Our core values, People First, Innovation, and Growth, guide everything we do. Here, you’ll collaborate closely with senior management, gain access to powerful tools and resources, and enjoy the freedom to upskill in areas that excite you.
About the Role
We are seeking an organised, independent, and proactive Virtual Assistant (Office Administrator) to join a growing residential painting business specialising in high-quality repaints and new residential builds.
In this role, you will serve as the administrative backbone of the company, managing day-to-day operations, job scheduling, invoicing, payroll preparation, and communications. Because this is a 100% work-from-home position, trust, clear communication, and self-motivation are essential to keeping the team running smoothly.
Responsibilities
Primary Responsibilities
1. Job Scheduling & Calendar Management
- Manage the team's master schedule in Fergus, allocating residential repaint and new-build projects based on agreed plans.
- Keep the Fergus calendar accurately updated to reflect job movements, delays, early completions, or scope additions.
- Ensure painters and site workers receive clear job information, including site addresses, client contacts, and special instructions.
- Set up new client accounts and maintain accurate job records in Fergus.
2. Invoicing & Accounts Support
- Process and allocate supplier invoices to correct jobs in Fergus to ensure accurate job costing.
- Monitor customer invoicing, ensuring completed or approved jobs are billed promptly (within 24–48 hours).
- Issue client invoices, follow up on outstanding accounts professionally, and escalate overdue or disputed accounts to the Owner.
- Assist with setting up new trade accounts with suppliers.
3. Payroll Preparation & Administration
- Collect, review, and verify weekly staff timesheets and hours.
- Proactively follow up with painters regarding missing or unclear time records.
- Finalise accurate payroll hours every Thursday for seamless processing.
- Ensure hours are correctly allocated to individual jobs before payroll is processed.
4. Communication & General Administration
- Manage business email inboxes, responding to routine inquiries and prioritizing urgent matters for the Owner.
- Maintain organized digital files for supplier accounts, client records, invoices, and compliance documentation.
- Maintain regular contact with the Owner and team regarding scheduling updates, client matters, and administrative bottlenecks.
Requirements
Candidate Profile & Qualifications
- 3+ years of proven experience in general office administration, accounts management, or operations support.
- Familiarity with job scheduling platforms (e.g., Fergus), calendar management, and cloud software.
- Experience handling accounts receivable/payable, invoice processing, and weekly payroll preparation.
- Equipped for a fully remote, work-from-home setup with reliable internet.
- Available to work productively aligning with a 6AM to 3PM schedule.
- Independent, self-motivated, and capable of managing tasks without constant supervision.
- Highly organized with strict attention to detail and strong task prioritization.
- Professional communication skills, with confidence in following up with clients, suppliers, and team members.
- Trustworthy and discreet when handling sensitive financial, business, and payroll data.
- Reliable, punctual, and committed to accuracy and high-quality output.
Growth & Development
Our client values continuous learning and supports professional development. Opportunities include:
- Paid training in Fergus, Xero, payroll systems, accounts administration, and health/safety processes.
- Career path progression as the business expands—with potential to step into roles such as Office Manager, Operations Coordinator, or Accounts Administrator.
Benefits
Why You’ll Love Working Here
At Ramp Remote (previously Amped HQ), your growth, well-being, and success come first. We offer a high-impact, collaborative environment where your voice is heard and your achievements are celebrated.
- Flexibility & Setup: Permanent WFH setup with complete equipment provided from day one.
- Health & Wellness: HMO coverage, comprehensive government mandates, and a generous annual support for gym and education.
- Work-Life Balance: Generous leave plan including vacation, sick, mental health, and birthday leaves, plus monthly gratitude events and incentives.
- Growth & Rewards: Competitive salary package, annual transparent performance appraisals, bonuses and clear pathways for career advancement with direct access to senior leadership.
Join us at Amped HQ and be part of a team that values your growth, celebrates your achievements, and supports you every step of the way. Together, we’ll achieve more and have fun doing it!
Apply now to meet our talent acquisition team!