Operations, Systems & Finance VA

Part-Time | Remote | Mon–Fri

ABOUT US
We are an Australian business support company with a remote team of dedicated virtual assistants. We work closely with our tea ---------- mbers to deliver high-quality support across our operations — and we are growing.
We are currently looking for an experienced Operations, Systems & Finance Coordinator VA to join our team and provide dedicated support to a growing multi-entity marine business across CRM management, financial administration, and operational coordination.

ABOUT THE ROLE
We are looking for a highly organised, systems-minded professional who can take full ownership of day-to-day operations across three marine businesses.
This is not a task-taker role. The right person takes ownership, identifies gaps, and drives outcomes with minimal supervision across CRM, financial administration, dealer communications, and operational workflows.

A win in your first 30 days looks like:
• Pipedrive CRM data is clean, consistent, and up to date across all three businesses
• Invoicing and pricing processes are running accurately with no errors going to dealers
• Dealer and supplier communications are being handled professionally and promptly
• Weekly Monday and Friday reports are being delivered without being asked
• Management has more time and better information to make decisions

KEY RESPONSIBILITIES
CRM & Systems Management
• Own and maintain Pipedrive across three pipelines
• Maintain data integrity — contacts, deals, organisations, and documentation within each deal
• Allocate internal reference numbers and ensure all orders are correctly categorised
• Manage email automation workflows and ensure dealer communications trigger correctly
• Prepare and distribute weekly pipeline reports every Monday morning
• Identify and implement improvements to system efficiency, automation, and integrations

Financial Administration
• Accounts payable — receive, code, and process supplier invoices through Xero
• Accounts receivable — prepare wholesale invoices, issue statements, and follow up overdue accounts
• Maintain product and pricing records across boats, trailers, options, accessories, and marketing products
• Conduct regular pricing audits to ensure consistency across all systems
• Manage and reconcile dealer floorplan facilities (SODA and MitchCap)
• Process dealer orders through Orderspace and maintain data integrity between Orderspace and Xero
• Prepare financial and management reports — debtor summaries, sales analysis, pricing reports

Operations Coordination
• Review weekly production updates and distribute dealer production reports
• Maintain a master action list and track key tasks, deadlines, and responsibilities across all businesses
• Manage routine dealer and supplier communications — confirmations, updates, and general enquiries
• Maintain structured Google Drive systems — organised, consistent, and easy to navigate
• Prepare quotes, order confirmations, dealer agreements, and operational documents

Weekly Reporting & Executive Support
• Monday Morning Briefing — pipeline summary, outstanding debtors, key priorities, risks, and dealer concerns
• Friday Wrap-Up — completed tasks, outstanding items, delays, required decisions, and carry-over actions

General Administration & Marketing Support
• Update Canva materials — boat spec sheets, dealer resources, and marketing collateral
• Maintain PandaDoc retail and dealer contract templates
• Basic website updates across WordPress, Squarespace, and Shopify
• Upload and maintain boat listings on Boats Online
• Maintain shared Google Drive dealer asset libraries

TOOLS YOU WILL USE
Core platforms — strong capability across these is essential:
CRM
Pipedrive
Finance
Xero
Orders
Orderspace
Docs
PandaDoc
Workspace
Google Workspace
Automation
Zapier (desirable)

Secondary platforms (desirable):
• WordPress, Squarespace, Shopify — basic content and product updates
• Canva — updating marketing and dealer materials
• Boats Online — listing management

WHO WE ARE LOOKING FOR
The right person for this role is more than just organised — they are systems-driven, commercially aware, and capable of running operations independently while keeping management informed at all times.

Essential Skills & Experience
• Experience with Pipedrive or a similar CRM — Pipedrive is ideal but not mandatory
• Strong working knowledge of Xero — accounts payable, receivable, and product management
• Advanced spreadsheet and data management skills
• Strong financial administration capability and commercial awareness
• High attention to detail and accuracy — especially with pricing and invoicing
• Ability to manage multiple systems and workflows simultaneously
• Strong written English communication skills — professional and error-free
• Proven ability to work independently and take ownership of outcomes
• Background in operations, finance administration, or systems coordination

Personal Attributes
• Takes ownership and initiative — does not wait to be told
• Highly organised and process-driven
• Thinks critically and improves systems rather than just maintaining them
• Proactive rather than reactive — flags issues before they escalate
• Over-communicates rather than going quiet
• Comfortable working across multiple systems and business entities
• Operates with a high level of accountability and independence

Bonus — not required: Prior experience in a marine, wholesale manufacturing, or multi-entity business environment.

WORKING ARRANGEMENT
Schedule: Monday to Friday — Australian Eastern Business Hours (AEST/AEDT)
Hours: 20 hours a week — hours and schedule to be confirmed at onboarding
Engagement: Minimum 3-month engagement — strong long-term growth potential
Communication: Google Workspace, email, and agreed communication tools

HOW TO APPLY
Ready to apply? Complete our online application form using the link below:
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The form includes role-specific questions and a short written skills task. Please allow 15–20 minutes to complete it thoroughly. Answer all questions in your own words.

Application Deadline: Friday, 26 June 2026
Applications received after the closing date will not be reviewed.