VirtualStaff365 is a Melbourne-based outsourcing specialist, helping Australian businesses to get things done and saving up to 80% of costs.We specialise in recruiting and retaining home-based virtual assistants as well as helping larger businesses to source suitable outsourcing facilities (BPO's).We started employing virtual staff in 2009, and with the growth in offshoring, we have now been helping local Australian businesses to successfully take on virtual staff.

VirtualStaff365

QA Engineer

Ensure quality and compliance for VS365 services through effective testing and inspections.

• Conduct tests and inspections to identify any quality issues and ensure compliance with industry standards and regulations
• Collaborate with cross-functional teams to define and implement quality metrics and goals
• Analyze and interpret staff monitoring software intel, and provide recommendations to improve staff performance and reliability
• Identify and resolve any quality issues that arise, and implement corrective and preventive actions
• Maintain accurate documentation and records of all quality assurance activities
• Continuously monitor and evaluate quality control processes to drive continuous improvement and ensure compliance

Quality Assurance

Executive Assistant

• Research and Market Analysis
• Expense Management
• Database Creation and Management
• Document Preparation
• Basic Marketing Research
• Personal Errands

Executive & Personal Assistant

Accountant

Maintain vendor accounts and process invoices for an Australian discount retailer.

• Setting up vendors in SAP
• Verifying local vendors through EFTSURE
• Processing invoices via the 3-way match
• Addressing variances such as price/quantity issues
• Ensuring timely payments
• Reconciling vendor statements
• Reconciling EDI vendors
• Processing rebates/claims
• Responding to vendor and stakeholder queries promptly
• Providing support to other members of the Accounts Payable Department
• Performing general administrative tasks, such as filing and uploading invoices

Accounts Payable

Ecommerce

• Data Entry - Weekly Tasks:
	- Enter product information from invoices and packing slips into the PIM system.
	- Enrich product details with tags and additional information for e-commerce.
	- Upload edited product images to the PIM system.
	- Complete USA price conversion for all products.
	- Generate supplier credit notes in Xero for faulty and missing items.
	- Create reshoot transfers based on team-provided screenshots.
	- Send outstanding credit notes to suppliers.
• E-commerce - Weekly Tasks:
	- Write product descriptions using SEO keywords and detailed information for end users.
	- Complete "Shop the Look" by tagging matching or complementary products.
	- Tag additional colorways in the Shopify backend to link different color variants.
	- Tag restocked products as new weekly.
	- Tag products in relevant collections (e.g., Eventwear, Sets).
	- Tag products in FourSixty UGC content on the website.
	- Format and upload product videos to Shopify's backend.
	- Upload influencer pictures to Shopify products.
	- Create and upload production size specs for available products.
	- Update the "Last 4 Weeks" collection.
	- Find and add options to the product name list.
	- Check the website front to ensure everything is displayed correctly.
• Marketing Tasks:
	- Tag and generate Pinterest posts based on Instagram content.
	- Find inspiration for social content and share it with the team.
• Product Tasks:
	- Review product reports and apply workflows to generate lists for different teams based on specific product criteria.

E-commerce & Marketing Assistant

Performance Marketing

• The focus of this role will be setting up, creating and monitoring the ads across our client's paid platforms for their clients, as well as creating and implementing effective ad campaigns to drive quality leads and inquiries.
• This position will work closely with our client's team, sharing insights and ideas, and effectively plan growth strategies for their clients. The ideal person for this role is someone who has a great attention to detail, understands how to optimise ads to maximise ad spend and knows how to create highly engaging campaigns to bring in qualified leads.
• Because of the diversity and depth of this role, our client requires an experienced media buyer who can confidently identify opportunities, initiate and implement ideas and see them through to reach their client’s goals. They want someone confident in their abilities and can deliver the results needed with minimal guidance. You must be highly proficient in English.

Lead Generation VA Media Buyer

• Handle day-to-day eCommerce responsibilities to ensure customers have a positive online experience
• Develop and execute e-Commerce strategy with the CEO and other departments
• Collaborate with the Financial Controller on eCommerce analytics and reporting
• Conduct quarterly and annual analysis of website metrics to enhance customer experience and sales
• Maintain professional relationships with external agencies and suppliers 
• Set and achieve sales budgets with the CEO and Financial Controller
• Analyze weekly sales by product category and identify sales opportunities
• Drive sales through targeted promotions, email marketing, and strategic stock management
• Collaborate with Supply Chain to ensure stock availability and forecast requirements
• Conduct Bi-Annual product reviews and present recommendations
• Ensure detailed and accurate product descriptions, pricing, and content
• Source images and engage photographers as needed
• Regularly update eCommerce backend (WooCommerce) with product information
• Create and manage promotions, coupon codes, and website policies
• Troubleshoot and resolve website and payment gateway issues
• Oversee customer management in the shop
• Quickly resolve customer issues to ensure a positive experience
• Gather and analyze customer feedback to improve the online experience
• Manage communications and process changes related to e-commerce
• Complete accurate and timely reporting as per the Annual Success Rhythm (ASR)
• Drive the success of reporting initiatives within the team
• Prepare and present metrics, insights, and project updates regularly

E-Commerce Coordinator

Human Resources

• The People and Culture Assistant will directly support the People and Culture team in developing a high-performing culture.
• Responsible for recruitment support, employee life cycle support, onboarding, offboarding, employee benefits, HRIS management, payroll support, and general administration tasks.
• Conduct various HR initiatives and projects to support the organization's objectives.

People and Culture Assistant

• Record vendor bills in Netsuite that which has no PO
• Reconcile Vendor statement with Netsuite statement
• Raise Payments in Netsuite for vendor bills
• Convert PO to Bills.

Accounts Payable (6 months contract)

Marketing

• Manage the client's WIP document.
• Take minutes of all internal and client meetings. 
• Write and distribute a contact report for client meetings.
• Create projects, milestones, and tasks in Accelo.
• Liaise with client and internal stakeholders to ensure effective delivery of all marketing activities.
• Coordinate with any external agency resources and media.
• Provide activity and outcome reports to the client and Permission management team on an agreed frequency.
• Ensure that projects are delivered on time and budget.
• Monitor/maintain consistent and high-quality execution of all marketing materials across all channels.
• Planning and management of clients’ digital assets (website, social media, newsletters, blogs, case studies) 
• Manage distribution of client’s content across identified platforms (I.e,, website, social media, newsletters, blogs, case studies), including basic copywriting 
• Update and maintain a content calendar.  
• Use various AI tools to help plan and create marketing content 
• Setup and distribute eDM’s   
• Monitor performance and prepare reporting  
• Support the delivery of LinkedIn and email lead-generation activity 
• Management of leads generation results and reporting 
• Run/manage clients’ ad campaigns, including but not limited to Google and all social media platforms 
• Coordinate all events  
• Research relevant industry events  
• Research speaker and panel opportunities for client 
• Support the delivery of internal projects 
• Draft or update processes in System HUB

Marketing Coordinator

Full-stack Engineer

• Developing software.
• Translating user requirements into appropriate design, architecture, and technical output.
• Providing impact analysis of new features and bug fixes.
• Participating in code quality activities identifying root causes of bugs and spotting trends and patterns.

Remote Jobs at VirtualStaff365

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Quality Assurance

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Executive & Personal Assistant

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Accounts Payable

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E-commerce & Marketing Assistant

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Lead Generation VA Media Buyer

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E-Commerce Coordinator

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People and Culture Assistant

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Accounts Payable (6 months contract)

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Marketing Coordinator

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Full Stack Developer

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