Process Documentation / Administrative Virtual Assistant | WFH | Dayshift | NZ

Job Summary:

We are seeking a reliable, proactive, and detail-oriented Process Documentation / Administrative Virtual Assistant to support a New Zealand–based business.

This role is ideal for someone who excels in creating efficient systems, documenting workflows, and improving day-to-day operations. You will be responsible for analysing current processes, developing clear procedure manuals, preparing Standard Operating Procedures (SOPs), and providing general administrative support to help the business run smoothly and efficiently.

This position also involves a variety of general administrative and virtual assistant tasks, including coordinating schedules, managing documents, handling communications, data entry, reporting, and providing day-to-day operational support as required.

Roles & Responsibilities:

Must have experience with:

• Develop, create, maintain, and continuously improve SOPs, procedure manuals, and internal documentation

• Analyse current workflows and build efficient systems and processes to improve business operations

• Process Mapping, automation opportunities, and workflow improvement

• Monitor team compliance with systems, procedures, and operational standards

• General Administrative Support for day-to-day business operations

• Data Entry and CRM / Client Database Management

• Filing and retrieving business records, supplier documents, contracts, and reports

• Report Preparation and Management

• Email Management and Client / Supplier Correspondence

• Calendar Management for quotes, site visits, meetings, and project schedules

• Project Coordination and Administrative Support for landscaping jobs

• Track job progress, schedules, and team task completion

• Support quotation, invoicing, and follow-up administration

• Lead Generation and Database Maintenance

• Coordinate with suppliers, contractors, and field staff as required

A PLUS if you have experience with: (Preferred but not required)

• ASANA, Fergus or similar CRM experience

• Appointment scheduling (calendar management across time zones).

• High attention to detail

• Database experience or familiarity with CRM systems.

• Comfortable with repetitive tasks while ensuring quality.

• Social Media Management

• Experience working with Australian/New Zealand employers (preferred).

Skills and Qualifications:

• Highly tech-savvy

• Quick to learn new systems, apps, and tools

• Confident in testing and using different software platforms

• Strong problem-solving skills

• Excellent written and verbal communication

• Strong workload prioritisation skills

• Highly organised and efficient

• Adaptable to change

• Able to work independently and in a team

• High attention to detail

• Strong analytical skills

• Good reporting and research skills

• Accurate data entry skills

• Able to meet deadlines

• Proficient in Microsoft Office, especially Excel

• Experience with CRM, project management, or automation tools is an advantage

Team Work

From time to time you may be asked to review and check less qualified and experienced team member’s work. You will be required to work in a team and be willing and able to delegate work when asked to by your Manager

System Requirements:

Desktop/Laptop with at least I5 processor; Windows 10 OS; With at least 8GB Ram; At least 20 MBPS Internet Speed; Working headset and camera