Virtual Assistant

POP & Co is an established outsourcing business based in Hawthorn, Australia, providing a
range of services from accounting to digital marketing. Our client base consists of small to
medium businesses and high net worth individuals, across a variety of industries.

The firm is looking for an experienced, dynamic and organised Virtual Assistant to join our fast
expanding team on a full-time basis to work from home.

Key Responsibilities

• Schedule and confirm client appointments in a timely manner
• Coordinate with clients regarding cancellations, reminders, and required payments
• Manage email and calendars, including filtering, prioritising, and responding where appropriate
• Perform receptionist duties, file management, taking meeting minutes, and attending to ad hoc administrative
• queries, ensuring timely and practical solutions
• Preparation and management of employment contracts, letters, and HR documentation
• Support HR administrative tasks, including onboarding coordination, document collection, and maintaining
• employee records
• Ensure all documentation is accurately maintained and stored in line with company policies
• Build and maintain databases, ensuring accurate CRM data entry and ongoing data quality
• Maintain strict confidentiality of client and company information at all times
• Follow established policies, procedures, and service standards to ensure a consistent client experience

Key Requirements

• Proven experience in a customer service–focused or administrative role
• Excellent written and verbal communication skills in English
• Ability to quickly understand, interpret, and follow instructions
• Experience working with overseas clients
• Proven experience in a strong administrative role, with exposure to HR documentation
• Basic understanding of HR practices and compliance is highly desirable
• Proficiency in MS Office and confidence using cloud-based tools and online platforms
• Strong organisational skills and meticulous attention to detail
• Tech-savvy and comfortable learning new systems and processes
• A proactive team player with a positive, can-do attitude and strong problem-solving skills