Job Description

Our client is looking for an Operations VA — HubSpot Manager & Customer Communications to join their growing cleaning business. This is a foundational role in an expanding company where you will keep core platforms running cleanly and consistently — FreshOps, SafetyCulture, HubSpot, and Xero (basic). The business owner will direct what needs to happen; your job is to execute it well, keep the systems tidy, and flag anything that needs attention. This role is right for someone who is highly organised, tech-comfortable across multiple platforms, and takes pride in keeping things accurate and up to date. You must be a fast learner who follows process carefully.

Schedule

• Part-Time roles: Monday – Friday – 8:00 am to 12:00 pm Adelaide Time​​/ 4 hours per day

Responsibilities

• HubSpot Management: Day-to-day owner of our HubSpot CRM. Keep all client records accurate, current, and correctly tagged. Update deal pipeline stages as jobs are quoted, won, or lost. Log all client communications and interactions in HubSpot. Run and share basic reports and dashboards weekly (e.g. pipeline status, open leads). Flag any leads or follow-ups that need the owner’s attention. Support HubSpot setup tasks as directed during the build phase.
• Customer Communications: Monitor and respond to inbound client emails in a timely, professional manner. Use approved email templates — no off-script responses without approval. Draft and send broadcast communications to all clients when directed by the owner. Escalate complaints, sensitive issues, or anything non-standard immediately. Keep a simple log of all client communications for reference. (Volume is low, approximately 20–30 emails per week, but quality matters).
• FreshOps Administration: Manage the day-to-day operation of FreshOps for cleaning staff. Manage and update rosters and shift schedules as directed. Review and process shift completions and timesheet records. Approve timesheets against the master schedule — hours that match are approved by you; discrepancies are escalated to the owner. Flag missed shifts, incomplete check-ins, or any anomalies immediately. Onboard new cleaning staff into FreshOps when directed. Keep site, job, and staff data accurate and updated.
• SafetyCulture Administration: Maintain our safety compliance platform. Keep inspection checklists, templates, and schedules current. Monitor completion of safety checks and flag any missed or failed items. Log incidents or near-misses as they are reported. Assist in building new checklists or templates when directed. Generate and share compliance reports when requested.
• SOP Creation & Operational Systems: Write clear, step-by-step SOPs for each area of the business as directed (FreshOps, SafetyCulture, onboarding, customer comms, HubSpot workflows, and more). Submit all SOPs to the owner for review and sign-off before they are used or shared. Update and version-control SOPs whenever a process changes — nothing stays outdated. Work alongside the Operations Manager to identify processes that still need to be documented and flag gaps proactively. Maintain a master SOP register so all documents are tracked, version-controlled, and easy to find. Keep shared folders, files, and documents organised and accessible to the right people. Complete ad hoc administrative tasks as directed by the owner.

Requirements

• Essential:
  • HubSpot CRM experience (or willingness to learn quickly)
  • Confident using cloud-based apps and platforms
  • Strong written English for professional email communication
  • High attention to detail — data accuracy is essential
  • Experience writing or managing SOPs (this is essential, not optional)
  • Self-managed and reliable with deadlines
  • Comfortble learning new software with guidance
• Advantageous:
  • Experience with FreshOps or similar scheduling tools
  • Experience with SafetyCulture
  • Background in cleaning, trades, or field services industry
  • Basic familiarity with Xero

Independent Contractor Perks

• Permanent work from home
• Immediate hiring

Note

• Please click the “Apply” 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.