Ever wondered what a Virtual Assistant actually does all day? Or why so many Australian small businesses are turning to virtual admin support to save time and stress? Click here if you want to know who I am
Let me give you a behind-the-scenes look at my day as a Virtual Assistant based in Australia—serving tradies, service-based businesses, and busy entrepreneurs.
7:00 AM – Wake Up & Inspiration Time
Like clockwork (without the clock), I wake up around 7am. I roll out of bed, check on my husband (he’s always fine), make brekkie, and settle in with an episode of Shark Tank. It’s my favourite way to get inspired—listening to people pitch ideas and inventions gets the creativity flowing before I even sit down at my desk.
8:30 AM – Into the Zone (My Home Office)
After a shower, a stretch, and a quick gym session, I make my way to my sunny little home office. I open the blinds, power on the computer, and begin my day. Once I sit at my desk, it’s time to dive into what I love most: organising chaos, managing inboxes, and supporting tradies and small business owners to get their admin under control.
As a Virtual Assistant for tradies and small businesses, I work with Gmail, Microsoft, cPanel, and a range of apps—whatever my clients use, I use. That’s the beauty of being a VA: I fit right into your workflow.
9:00 AM – Tradie Inbox Takeover
I usually start my day with one of my long term tradie clients. There’s always something going on—bookings to manage, invoices to send, builders to follow up with, and a few dramas to smooth out.
I’ve set up his inbox with smart folders and categories: business, personal, kids’ school, home renos—you name it. Everything is organised. Everything has its place.
As a Tradie Virtual Assistant I use ServiceM8, I respond to messages, action jobs, chase invoices, and keep things running like clockwork. And when payments are delayed, my go-to line is:
“Is there an issue with paying this invoice?”
Nine times out of ten, there isn’t—and the payment gets sorted quick smart.
11:00 AM – Tea Time & Pest Control
Next up is my pest control client. They’ve got three inboxes and a whole lot of moving parts. It’s fast-paced and full of variety—which is exactly how I like it.
They also use ServiceM8, and many of their invoices go through third-party portals with very specific formats. It can be fussy work, but I’m good at it. This is where my Virtual Assistant attention to detail and systems knowledge really shine.
I make sure the invoice gets done right the first time—saving time, getting paid faster, and keeping the business running smoothly.
1:00 PM – Break Time, Laundry, Life
Lunch happens. The husband pops in for a chat. I might duck to the shops or hang out some washing—because that’s the balance I love about being a Virtual Assistant. I get to do meaningful work and live my life.
2:00 PM – Back into the Inbox Swing
Later in the day, I check in on a few more clients—each one with their own systems, needs, and style of working. I flex between inboxes, handle bookings, respond to client requests, and tie up loose ends. My clients appreciate my flexibility as a Virtual Assistant.
No two days are the same. And that’s why I never get bored.
The Tools I Use Every Day as a Virtual Assistant
Here are some of the platforms I work with daily:
ServiceM8 – job management for tradies
Xero, Rounded, Moxie – invoicing, accounting & client management
Google Workspace – Docs, Sheets, Gmail and more
Microsoft 365 – Outlook, Word, Excel, etc.
cPanel (Free email attached to your website) – to manage email accounts and hosting
There are a ton of tools and CRMs out there, but at the end of the day:
data goes in, data comes out. If you can explain it, I can learn it.
Why I Love Being a Virtual Assistant
What I love most? The people. The laughs. The unexpected moments.
My clients trust me to keep their business organised, their emails clear, and their invoices paid. That’s no small thing.
And if we don’t vibe? No drama—I’ll even help you find someone who is the right fit. That’s the beauty of what I do: it’s flexible, it’s personal, and it works.
Need a hand in your business? Whether you’re a busy tradie, a growing business, or someone tired of drowning in admin, I’m here to help. Get in touch, and let’s chat.