Virtual Assistant - Bendigo Guided Tours

 

About Bendigo Guided Tours

Bendigo Guided Tours delivers award-winning, small-group experiences that bring the story of Bendigo to life. From gold rush history to culture and gastronomy, our tours are designed to be engaging, insightful and completely guest-focused.

Our mission is simple. Take the stress out of exploring Bendigo and replace it with a memorable, high-quality experience led by passionate local storytellers.

Position Overview

Bendigo Guided Tours is seeking a detail-oriented and proactive Virtual Assistant to support our tourism operations and administrative functions. This remote position offers flexibility while contributing to the delivery of exceptional guest experiences across our tour and package offerings.

Position Details

Employment Type: Part-time, Remote

Hours: 8-16 hours per week (initially)

Compensation: Hourly rate to be negotiated based on experience

Reports to: Jamie Roberts (Founder/Manager)

Key Responsibilities

Tour Operations & Guest Management

1. Update weekly tour manifests for partner venues, including guest numbers, dietary requirements, and beverage orders
2. Manage tour-specific communications adhering to established protocols and deadlines
3. Coordinate guest pick-ups from Bendigo Train Station and local hotels
4. Execute comprehensive post-tour guest follow-up procedures including personalized emails, photo sharing, and review requests

Customer Service & Communications

1. Respond to customer inquiries using provided email templates and guidelines
2. Handle booking difficulties, availability requests, dietary accommodations, changes, and cancellations
3. Process private tour requests and coordinate custom arrangements
4. Maintain professional and timely communication with all stakeholders

Administrative & Booking Management

1. Process internal tour bookings and payments via Rezdy platform
2. Manage and maintain booking system accuracy
3. Coordinate with various tour partners and venues

Financial Administration

1. Perform monthly Xero bookkeeping tasks including transaction reconciliation
2. Generate monthly financial statements and BAS reports
3. Categorize and track expenses across subscriptions, advertising, office expenses, and general business costs
4. Prepare and distribute financial reports by the 21st of each month

Digital Marketing & Data Management

1. Conduct monthly mailing list maintenance including data export from Rezdy, preparation in Google Sheets, and import to Mailchimp
2. Assist with social media management and content coordination
3. Support website maintenance and updates

Essential Skills & Experience

Required:

1. Proven experience in administrative and customer service roles
2. Proficiency with booking platforms and reservation systems
3. Experience with Xero or similar accounting software
4. Strong written communication skills and attention to detail
5. Ability to work independently and manage multiple deadlines
6. Familiarity with email marketing platforms (Mailchimp preferred)
7. Basic knowledge of Google Workspace applications

Highly Desirable:

1. Experience with WordPress and Elementor for website management
2. Social media management experience across multiple platforms
3. Experience in tourism or hospitality industry
4. Experience with booking platforms
5. Knowledge of digital marketing and customer relationship management

Personal Attributes

1. Strong organizational and time management skills
2. Excellent problem-solving abilities
3. Professional communication style
4. Flexibility to adapt to changing business needs
5. Commitment to delivering exceptional customer experiences

What We Offer

1. Flexible remote working arrangements
2. Opportunity to be part of a growing tourism business
3. Varied and engaging work supporting memorable guest experiences
4. Professional development opportunities in digital marketing and tourism operations
5. Collaborative and supportive work environment

Application Process

To apply for this position, please submit:

1. Current resume highlighting relevant experience & referees.
2. Brief cover letter outlining your suitability for the role.
3. Expected Hourly Rate (Aud).

TO: jamie@bendigoguidedtours.com.au

We welcome applications from candidates who demonstrate the core competencies even if they don't meet every preferred qualification. Training and support will be provided for the right candidate.

Bendigo Guided Tours is an equal opportunity employer committed to creating an inclusive and diverse work environment.