(aka the one who keeps clients organised, calm, and looked after)
What: Full-time
Where: In-office, Mona Vale, Northern Beaches, NSW
When: Immediate start, handover available until 17 Feb
If your love language is being organised, proactive, and quietly excellent at client support, keep reading.
You're the calm operator. The one who remembers the details, follows things through, and makes clients feel genuinely supported. You can juggle multiple accounts without dropping the ball, and you don't need chaos to feel productive.
You communicate clearly, both written and verbal, and you stay calm and solutions-focused even when things get busy.
This is not a marketing role. It's admin, systems, and client support done properly.
About us
We're Hey V.A, a full-service Australian VA agency blending in-house structure with a virtual delivery model. We support ambitious small businesses with admin, design, digital marketing, tech support and more. We're known for high standards, calm delivery, and systems that actually work.
Right now we're looking for a full-time, in-office Client Manager to take ownership of a portfolio of admin clients and keep the day-to-day running smoothly.
About the role
You'll be based in our Mona Vale office, Monday to Friday. You'll manage your own portfolio of admin clients, be their main point of contact, and handle the delivery of ongoing support tasks.
This role suits someone who loves organisation, client communication, CRMs, process improvement, and light accounts admin. If you get satisfaction from things being accurate, clean, and under control, you'll feel very at home here.
What you'll be doing
Client management and communication
* Be the primary point of contact for your admin clients
* Manage requests, priorities, and expectations with clear communication
* Keep clients updated, follow up when needed, and make sure nothing stalls
Admin support delivery
* Inbox and calendar management
* Document prep and formatting, proposals, basic reporting, general admin tasks
* Handling day-to-day requests quickly, calmly, and accurately
CRM and workflow support
* Keeping CRMs tidy, accurate, and properly maintained
* Updating pipeline stages, tags, notes, and client records
* Supporting basic automations and workflows, simple and reliable, not over-engineered
Basic accounts and bookkeeping support
* Invoice checks, basic follow-ups, and record accuracy
* Light admin support related to bookkeeping and accounts processes
* Flagging anything that looks off, early, with context
Quality control
* Spot issues before clients do, missing details, broken links, gaps in info, process holes
* Tight documentation so nothing lives in someone's head
You're someone who…
* Has 2+ years of experience in a similar client-facing admin role (VA, client services, operations support, office admin, practice manager style roles)
* Is detail-oriented, accuracy is not optional for you
* Communicates clearly and professionally, both written and verbal, calm, direct, and reliable
* Keeps a level head, even when priorities shift or clients are stressed
* Loves systems, checklists, templates, and keeping things organised
* Can manage multiple clients and deadlines without needing constant reminders
* Has basic accounts knowledge and isn't scared of numbers or processes
* Can work full-time from our Mona Vale office, Monday to Friday
Bonus points if you've worked with
* Dubsado, Xero, Monday, Asana, Google Workspace, Zapier, CRMs (any kind)
* Service-based businesses with lots of moving parts
* Retainer-style agency support models
What it's like to work here
* Clear expectations, high standards, and a team that actually supports each other
* Calm delivery, no drama, no micromanagement
* Systems and structures that make your job easier, not harder
* A growing agency doing great work, without the burnout culture