Manufacturing Admin Virtual Assistant (Operations Support)

Role Overview

We are looking for a reliable, detail-oriented Administrative Virtual Assistant to support internal operations within a manufacturing business. This role focuses on data entry, workflow administration, document preparation, and maintaining internal records across payroll/timekeeping and manufacturing job management systems.

The ideal candidate is structured, quick to learn, comfortable working with SKUs/part numbers, and able to follow step-by-step processes with consistency. This is an internal admin role (no client phone calls), working Brisbane business hours with close collaboration with the internal team.

Key Responsibilities

Payroll & Timekeeping Support:
• Create and manage employee time entries in the payroll/time & attendance system
• Support day-to-day payroll admin tasks as assigned
• Maintain accuracy and consistency with time records and internal reporting

Manufacturing Admin & Job Management:
• Create and update job cards and job folders in the manufacturing system
• Maintain accurate job documentation and internal job tracking
• Support basic operational admin tasks tied to production workflow and job progression

Quoting Support (Training Provided):
• Learn and assist with creating quotes using SKUs/part numbers and internal pricing structure
• Ensure quote details are captured accurately and aligned with internal guidelines

Documentation & Compliance Admin:
• Complete internal forms and documentation (e.g., risk/safety-style forms such as HAVRAS or similar paperwork)
• Prepare and maintain registration or admin paperwork as required
• Upload required documents to a government portal/website (internal compliance/admin uploads)

Process & SOP Support:
• Follow internal training provided via screen recordings (e.g., Loom-style videos)
• Refer to recorded SOPs for task execution and consistency
• Ask questions when needed and document learnings to improve repeatability

Required Skills & Experience:
• 3–4+ years of experience in an admin, operations support, or back-office role
• Strong data entry accuracy and ability to follow structured workflows
• Confident working with spreadsheets and internal systems
• Comfortable with repetitive tasks and maintaining high attention to detail
• Strong written English communication (email and chat-based)

Nice-to-Have:
• Experience supporting manufacturing, logistics, or operations teams
• Familiarity with SKUs, part numbers, job cards, or production workflows
• Experience uploading documents to portals (government, compliance, or vendor systems)

Tools & Systems (Training Provided Where Needed):
• Payroll/Time & Attendance system (experience preferred; training provided)
• Manufacturing job management system (experience preferred; training provided)
• Loom (or similar screen-recorded SOPs)
• Email and shared documentation tools
• Slack/WhatsApp (preferred for faster internal communication)

Working Hours & Time Zone:
• Full-time (approx. 38–40 hours/week)
• Brisbane, Australia time zone
• Typical schedule: 7:30 AM – 3:00/4:00 PM, with Fridays finishing around 2:30 PM (aligned to business needs)

Role Notes:
• Internal admin support only (no client calls required)
• Candidate must be comfortable working independently once trained, while staying communicative and responsive
• Strong process-following and consistency are key to success in this role