About the Role:

We are seeking a reliable and organised Shared Services Administrative Assistant to provide part-time sales administration and back-end support to multiple Sales Consultants.

The Administrative Assistant will support up to four Consultants across the week, with specific days or fixed time blocks allocated to each Consultant.

The purpose of the role is to provide administrative support behind the sales process, allowing Consultants to spend more time focused on leads, client relationships, sales conversations, proposals, bookings, and closing opportunities.

This is a junior-level role and is suitable for a candidate who is organised, detail-oriented, comfortable working with online systems, and willing to learn.

Because the AA will support multiple Consultants, confidentiality and strict separation of information are critical requirements of the position.

Schedule:

• Monday to Friday, flexible schedule during the client’s business hours (Australian Eastern Time, 20 hours per week, 4 hours per day)

Note:

Hours will be allocated across agreed days and time blocks. The AA may support different Consultants on different days or during different scheduled blocks. The schedule will be established in advance to provide clear ownership of each Consultant’s allowed time.

Example Schedule:

• Monday: Consultant A (4 hours)

• Tuesday: Consultant B (4 hours)

• Wednesday: Consultant C (4 hours)

• Thursday: Consultant A (4 hours)
• Friday: Consultant D (4 hours)

The actual allocation may vary depending on Consultant requirements.

Key Responsibilities:

• CRM & Database Administration
• Update CRM records and databases based on the assigned Consultant's requirements
• Enter and maintain lead and client information
• Update sales activity, notes, contact details, and administrative records
• Complete accurate data entry
• Assist with basic reporting and database maintenance
• Proposal & Quotation Support
• Assist with preparing proposals, quotations, presentations, and sales documents
• Update templates and documents based on Consultant instructions
• Check documents for accuracy and completeness
• Organise proposal and quotation files
• Prepare documents for client review when requested
• Booking & Contract Administration
• Assist with scheduling meetings and appointments
• Support booking administration
• Prepare and organise documents required for bookings
• Assist with contract and administrative paperwork
• Track outstanding documents and follow-ups
• Client Documentation
• Organise client and prospect documentation
• Maintain accurate electronic files
• Assist with document management and filing
• Ensure information is stored in the appropriate Consultant's folders and systems
• Scheduling & Coordination
• Assist with calendar and meeting coordination
• Schedule appointments as instructed
• Track upcoming meetings and deadlines
• Assist with administrative coordination between the Consultant and internal teams
• Follow-Ups & Task Management
• Track outstanding tasks for each assigned Consultant
• Assist with administrative follow-ups
• Maintain task lists and deadlines
• Ensure agreed administrative actions are completed within the allocated support period
• General Administrative Support
• Provide general administrative assistance to the assigned Consultant
• Assist with spreadsheets, reports, documents, and data entry
• Complete other reasonable sales administration tasks as directed

Critical Confidentiality Requirement:

Because this AA may support multiple Consultants, each Consultant's information must remain completely separate and confidential.

The AA must:

• Only access the information, systems, files, and communications required for the Consultant they are currently supporting
• Never share one Consultant's client information with another Consultant
• Never copy, transfer, or discuss confidential information between Consultants
• Keep separate files, folders, documents, notes, and communications for each Consultant
• Follow all access permissions and document-storage procedures
• Use only the communication channels and systems designated for each Consultant
• Ensure work completed for one Consultant is not mixed with another Consultant's work
• Immediately report any suspected confidentiality, privacy, or security issue

The ability to switch between Consultants while maintaining strict information boundaries is an essential requirement of this role.

Requirements:

• Junior-level candidate with 0–2 years of relevant administrative, virtual assistance, customer service, or sales support experience
• Strong attention to detail
• Good written and verbal English communication skills
• Highly organised and able to follow structured processes
• Comfortable working with computers and online systems
• Basic knowledge of Microsoft Office or Google Workspace
• Comfortable using spreadsheets and online documents
• Willingness to learn CRM and other business systems
• Able to follow instructions accurately
• Reliable, punctual, and responsive
• Able to manage tasks within defined time blocks
• Comfortable moving between different Consultants and priorities
• Strong confidentiality and discretion
• Stable internet connection and suitable work-from-home setup

Preferred But Not Required:

• Previous experience in virtual assistance or administration
• Exposure to CRM systems such as HubSpot, Salesforce, Zoho, or similar
• Experience supporting sales, business development, consultants, or account managers
• Experience preparing proposals, quotations, presentations, or business documents

Ideal Candidate:

The ideal candidate is a highly organised junior AA who can learn quickly, follow processes, and manage information carefully.

They should be comfortable working with different Consultants throughout the week and understand that each Consultant's clients, documents, communications, and business activities must remain separate.

Previous sales experience is not required. The most important qualities are reliability, attention to detail, willingness to learn, good communication, and strong confidentiality.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring

Note:

Please click the Apply Now button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.