Job Description

About the client

Our client is a family-owned business on the Central Coast, NSW, servicing residential and commercial clients between Sydney and Newcastle. They specialize in air conditioning supply, installation, and maintenance, with a focus on quality, reliability, and customer satisfaction.

About Teamified

Teamified is a talent partner helping companies build exceptional remote teams across IT, software, product, and digital innovation. We collaborate with leading enterprises and fast-scaling tech businesses worldwide to help them access world class talent and accelerate growth. With operations across the globe our mission is to make building high performing global teams simple, fast, and cost-effective. Teamified has hundreds of clients with more than 200 engineers, testers, product managers, designers, and technology experts delivering impactful solutions every day.

We’re seeking a detail-oriented and proactive Virtual Assistant to support client’s energy rebate program end-to-end. You’ll manage tasks across our job management system (SRO), track key performance indicators, and maintain organized workflows to ensure rebates are processed efficiently. This remote role requires someone who can work independently, communicate clearly, and maintain high attention to detail while supporting Australian working hours. The ideal candidate has prior experience with rebate programs, job management software, or administrative roles in trades, utilities, or energy sectors.

Responsibilities:

• Support the energy rebate program end-to-end, including:
• Manage the full lifecycle of rebate application, from initial job setup to final submission.
• Maintain and track checklists for every job, ensuring all required steps are completed accurately and on time.
• Collect, organize, and verify before-and-after photos and other supporting documentation to meet rebate program requirements.
• Liaise with installers, technicians, and internal team members to ensure all tasks are completed and documented correctly.
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• Update rebate records in spreadsheets or the Simpro job management system, flagging any missing information or discrepancies.
• Ensure compliance with program guidelines, deadlines, and reporting requirements, maintaining high attention to detail throughout the process.
• Provide regular status updates and escalate issues promptly to the client or account manager to avoid delays.
• Maintain and update spreadsheets and KPI trackers for rebate applications.
• Manage tasks and workflows within the Simpro job management system to ensure timely completion.
• Communicate updates, questions, and potential issues proactively to the client and account manager.
• Organize documentation, portal entries, and records to ensure accuracy, compliance, and audit-readiness.
• Provide general administrative support to the operations team as needed.
• Suggest process improvements and contribute to optimizing workflows.

Requirements:

• Minimum 2–4 years experience as a Virtual Assistant, Administrative Assistant, or similar role.
• Experience with Simpro systems is essential.
• Strong proficiency in Microsoft Excel and Office Suite, including formulas, pivot tables, and workflow organization.
• Prior exposure to rebate programs, energy schemes, or trade services administration is highly desirable.
• Excellent attention to detail, organizational skills, and integrity.
• Clear and concise English communication skills, both written and verbal.
• Ability to work independently, prioritize tasks effectively, and meet deadlines.
• Comfortable following structured workflows, version control, and reporting processes.
• Adaptable, proactive, and capable of suggesting improvements to current processes.

Benefits:

• Flexibility in work hours and location, with a focus on managing energy rather than time.
• Access to online learning platforms and a budget for professional development
• A collaborative, no-silos environment, encouraging learning and growth across teams
• A dynamic social culture with team lunches, social events, and opportunities for creative input
• Health insurance
• Leave Benefits
• 13th Month Salary

If you possess the required skills and are eager to contribute to our team's success, we encourage you to apply for this exciting opportunity. Apply now!