Executive, Operations Virtual Assistant – Freight & Business Administration Support

• 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
• Track outstanding requests and ensure timely completion of follow-ups
• Escalate urgent, sensitive, or complex matters
• Maintain organised systems for outstanding and pending items
• Maintain accurate CRM records, contacts, opportunities, pipeline stages, and related information
• Monitor the sales pipeline and identify follow-up items
• Support CRM administration and data maintenance
• Navigate GoHighLevel and upload/manage videos and educational materials
• Upload course or educational content into the appropriate GoHighLevel areas
• Assist with basic freight and courier bookings
• Monitor shipment status and tracking information
• Identify delays, missing cartons, and shipment issues
• Investigate routine shipment issues with couriers or suppliers
• Provide routine shipment status updates to clients
• Request freight rates and quotes from overseas suppliers or agents
• Communicate with suppliers and agents to obtain freight quote information
• Collect and organise supplier responses and buy rates
• Enter information into the client's quote template
• Prepare draft quote information for client review and finalisation
• Maintain accurate freight/job records
• Prepare and send freight invoices to clients
• Check expected payments and flag unpaid or overdue invoices
• Maintain invoice-related information
• Submit EOD reports covering completed tasks, pending items, blockers, follow-ups, and next-day priorities
• Gradually assume additional administrative responsibilities as knowledge and trust develop
• Support the client so they can focus on freight strategy, pricing, sales, consulting, and key client relationships

• 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
• Basic to intermediate GoHighLevel proficiency required
• Comfortable working with CRM platforms and cloud-based business tools
• Professional and confident business communication
• Willingness to gradually learn freight and logistics processes
• Preferred: GoHighLevel experience
• Preferred: Xero experience
• Preferred: Freight/logistics/courier administration experience
• Preferred: Experience communicating with suppliers
• Preferred: Experience preparing quotes
• Preferred: Experience with shipment tracking
• Preferred: Microsoft 365 proficiency
• Reasonable overlap with the client's Australian business hours preferred
• Ability to provide an End-of-Day report

• Initial commitment of 10 hours per week
• Potential to increase hours based on performance and business needs
• Flexible working schedule
• Remote / work-from-home arrangement
• Client-provided access, SOPs, and training
• Training and onboarding for freight-related tasks and business-specific workflows