Professional Services
virtual assistants

Watches AusTender, NSW eTendering, Buying for Victoria, QTenders, Tenders SA, Tenders WA, VendorPanel and TenderLink for the UNSPSC categories the firm bids in, downloads the request pack, builds the compliance matrix from the response schedules, tracks addenda and the questions deadline, and lodges before close.

Draws the methodology, governance and past-project sections from the firm's content library, maps each response back to the evaluation criteria and word limits, rebuilds it in the client's mandated template, and version-controls the file so one document goes out.

Keeps consultant CVs current in both the firm's format and the client's schedule format: qualifications, certifications and their expiry, project experience written to the criteria being evaluated, referee contacts checked, and photographs consistent across the team.

Logs meetings and calls into HubSpot, Salesforce or Pipedrive from the calendar and inbox, opens deals when proposals go out, chases owners on stale stages and close dates, merges duplicate contacts, and produces the weekly pipeline report.

Sets the engagement up in the firm's project tool, loads milestones and deliverables straight from the signed scope, chases task owners before the due date, maintains the risk and issues log, and keeps the client action register moving between meetings.

Chases unsubmitted timesheets weekly, corrects time coded to the wrong job or phase, runs the work-in-progress report, flags every engagement tracking past its fee cap, and prepares the write-on and write-off schedule for the partner to decide.

Builds draft invoices from WIP against the fee schedule and milestone, matches each to the client's purchase order number, then lodges through Coupa, Ariba or the client's own portal and re-works the ones that come back rejected on a coding mismatch.

Runs aged receivables out of Xero or MYOB, sends the reminder sequence on the firm's schedule, chases remittance advices, reconciles part payments and short payments to the invoice, and escalates to the engagement lead with the history attached.

Prepares engagement letters and statements of work from the firm's template, routes them for signature, files the executed copy, and keeps the contract register: fee caps, agreed rates, variation history, insurance requirements and the expiry date that needs a conversation before it arrives.

Collects ABN, signed subcontractor agreement, public liability and professional indemnity certificates, checks the limits against what the head contract requires, diarises the renewal of each certificate, and processes subcontractor invoices against approved rates.

Runs the calendar across time zones, books flights, accommodation and car hire to the firm's travel policy, builds the meeting pack the day before, captures actions afterwards, and reconciles corporate card statements against receipts each month.

Pulls ABS releases, IBISWorld reports, ASIC company extracts, annual reports, regulator publications and competitor material into a summary where every figure carries its source, date and page, so the consultant can check it before it reaches a client.

Assembles the client or board pack: pulls numbers from the finance and project systems, charts them to the firm's template, drafts the commentary against last month's, circulates for comment and produces the final version to the deadline.

Holds the SharePoint or Teams structure and naming convention together, files documents where the next person will find them, archives closed engagements to the retention schedule, and keeps templates and the precedent library at the current version.