Operations & Automation Assistant | Trailblazer VA

Join Our Team as an Operations & Automation Assistant | Trailblazer VA
Full-Time | Remote | $1000 – $1100 USD/month | Sydney Timezone

Role Purpose
The Operations & Automation Assistant is a key support role designed for someone who thrives in systems, loves solving problems, and operates with excellence and ownership. You’ll be responsible for keeping the CEO and the business operating smoothly, from job tracking and document management to process optimization, quoting, and automation.
This is more than a traditional admin role. We’re looking for a proactive operator who can manage tools like Simpro, Xero, Canva, and Zapier, while building SOPs, automating backend processes, and owning tasks with minimal supervision.

Why Join Us?
• Impactful Work: Your systems and solutions will shape how the business grows.
• Growth Opportunity: Expand into higher-level ops, systems, or tech roles.
• Long-Term Stability: We’re not hiring for a gig! we’re hiring for the journey.
• Respectful Culture: You’ll be trusted, supported, and valued as a true partner.

Schedule:
Full-Time | 40 hours/week
Monday to Friday
9:00 AM – 5:00 PM AEST (Sydney Time)

Compensation:
• $1000 – $1100 USD/month (depending on experience) Paid monthly
• Long-term contract with room to grow

Key Responsibilities:
• Administrative & Financial Support
• Reconcile transactions and enter bills using Xero
• Track wages and prepare for Commbiz payment implementation
• Organize and maintain company documentation

Job & Quote Management (Simpro)
• Create new jobs, leads, and quotes
• Generate and receipt purchase orders
• Input and review job notes
• Invoice clients and support quoting system

CRM & Marketing
• Upload content to Instagram
• Conduct data scraping to identify leads
• Manage basic CRM outreach and client follow-ups
• Create how-to guides and marketing docs via Canva

System Building & Automation
• Build and update SOPs and workflows
• Identify inefficiencies and propose automated solutions
• Use Zapier to connect backend processes
• Explore platform features and propose optimizations
• Manage your tasks via Upgrade to see actual info

Skills & Competencies
• Technology Fluency
• Proficient in , Xero, Upgrade to see actual info, Teams, Canva, Zapier,
• Knowledge in Simpro, Groundplan (Is a plus!)
• Able to quickly learn new tools with minimal guidance
• Detail-oriented in documentation and digital content creation
• Comfortable managing workflows and automations
• Self-starter with a “can-do” mindset!
• Reliable, consistent, and communicates clearly
• Solutions-focused, not problem-focused
• Proactive in updating task lists and asking clarifying questions
• Detail-obsessed and quality-driven
• Thrives without micromanagement and takes full ownership
• Committed to working the scheduled hours without distractions or other obligations

Qualifications & Experience
• Minimum 2 years of experience in a VA, admin, or operations support role
• Prior experience with Simpro, Xero, or similar job/finance tools
• Proven ability to follow and improve systems and processes
• Strong written and verbal English communication
• Excellent organizational and project tracking skills
• Knowledge with automation tools like Zapier (Is a plus!)

Ready to Join Us?
If you're interested in becoming part of our amazing team, Apply Here:Upgrade to see actual info