Cedar & Gum Virtual Assistance

Virtual Assistance · Adelaide Hills, SA

Your admin, handled.

Friendly, reliable support with your inbox, calendar, invoicing and client systems, so you can get back to the work only you can do. I specialise in helping counsellors, psychologists and allied health practitioners.

Book a free chat See packages

Based in the Adelaide Hills, supporting solo business owners right across Australia.

Jess Coleman, founder of Cedar & Gum, smiling
Hi, I'm JessYour VA for Halaxy, Splose, inboxes, invoicing and more.

Why hire a VA

Is your business running you?

When you're the practitioner, the receptionist and the bookkeeper, admin eats the hours you meant for clients and family. A virtual assistant gives you skilled help without the cost of an employee.

Pay only for work done

No sick pay, annual leave, holiday pay or superannuation. You pay for the hours in your package and nothing more.

Time back for your clients

Hand over the scheduling, emails and invoicing, and spend your energy on sessions, not spreadsheets.

Systems that run smoothly

Tidy inboxes, set-up CRMs, automations and templates mean fewer things fall through the cracks.

Someone who knows health

I understand referrals, intakes, NDIS claims and practice software, so you won't need to explain the basics.

Flexible as you grow

Start with 10 hours a month and scale up as your caseload grows. One-off projects are quoted separately.

Always in the loop

Regular updates, ongoing email support, time reporting and a monthly 30-minute video catch-up.

  • Fully insured
  • Confidential
  • Compassionate client communication
  • Feel supported in your business
  • Neurodivergent friendly
  • Fully insured
  • Confidential
  • Compassionate client communication
  • Feel supported in your business
  • Neurodivergent friendly

Services

What I can take off your plate

All support is tailored to your business. These are the jobs clients hand over most often.

CRM set-up & management

Full CRM/PMS builds, set-ups, automation implementation, updates and day-to-day management of your client system.

HalaxySplose

Inbox management

Inbox clean-ups, ongoing management and email templates that save you typing the same reply twice.

Allied health admin

Referrals, intakes, scheduling, invoicing, automations, file organisation and intake form creation.

Invoicing & accounts

Invoicing, accounts payable, accounts receivable and everyday bookkeeping tasks, kept up to date.

BAS and tax lodgements stay with your registered BAS agent or accountant, and I’ll keep your records tidy and ready for them.

Debt collection

Invoices outstanding but it feels too close to home to chase them? Let me follow them up for you.

Google Business Profile

Set-up and ongoing management so you get noticed on Google and look the part. See pricing.

Website updates

New services, prices, photos and page edits made for you, without the back-and-forth.

Tech support

Have a tech issue you can't sort out? Send it my way and I'll work it through.

For allied health practitioners

Built for counsellors, psychologists & allied health

You trained to care for clients, not to wrangle referral letters and NDIS portals. I work with solo practitioners who value their time and know that the right support helps their practice grow.

Platforms I work in:HalaxySplose

The admin practitioners outsource most

  • Appointment scheduling & calendars

    Managing practitioner diaries, booking client sessions, handling rescheduling and coordinating waitlists.

  • Patient & client communication

    Answering phone enquiries, responding to emails, inbox support and automated appointment reminders.

  • Billing & invoicing

    Processing payments, managing receipts, debtor follow-ups and invoicing.

  • Funding & scheme management

    Navigating NDIS and other funding portals, processing claims, managing service agreements and keeping compliance records.

  • Patient intake & data entry

    Registering new clients, updating electronic health records and secure data cleansing across Splose and Halaxy.

  • Document & records management

    Organising client files, templates and records so everything is easy to find when you need it.

Systems

Tools I know inside out

I'm confident across the platforms small practices and businesses rely on, so I can step straight into your setup.

Practice management & CRM

  • Halaxy
  • Splose
  • Jane
  • HubSpot
  • Pipedrive
  • ServiceM8

Bookkeeping & finance

  • Xero
  • QuickBooks
  • MYOB
  • Excel

Workspace & projects

  • Google Workspace
  • Microsoft 365
  • Notion
  • Asana
  • ClickUp

Communication & scheduling

  • Zoom
  • Calendly
  • WhatsApp
  • Sinch MessageMedia

Marketing, social & web

  • Canva
  • MailerLite
  • Facebook
  • Instagram
  • LinkedIn
  • Wix
  • Squarespace
  • Google Business Profile

Specialist & AI tools

  • CoreLogic
  • Claude
  • ChatGPT

Packages

Simple monthly retainers

Purchase your package up front and I complete the work across the month. Every package includes updates, ongoing email support, time reporting and a 30-minute video catch-up.

Lite Admin

10 hours per month

$150/ week

or $600 / month

  • General admin
  • Lite social media support
  • Complimentary 30-minute catch-up
  • Ongoing email support
  • Specialised services adapted to your needs

Ideal for established businesses seeking basic support.

Book a free chat

Executive Admin

20 hours per month

$290/ week

or $1,160 / month

  • General admin
  • Social media support
  • Complimentary 30-minute catch-up
  • Ongoing email support
  • Specialised services adapted to your needs
  • Accountability buddy

Ideal for business owners looking to improve their operations and be more hands-off with their administration.

Book a free chat

Premier Admin

30 hours per month

$420/ week

or $1,680 / month

  • General admin
  • Social media support
  • Streamlining & SOPs
  • Complimentary 30-minute catch-up
  • Ongoing email support
  • Specialised services adapted to your needs
  • Accountability buddy

Ideal for business owners looking to completely hand off administrative tasks and focus solely on their own clients.

Book a free chat

15-hour packages are also available. Ask me about them in your free discovery chat.

Works out at $56–$60 an hour, with no leave, super or on-costs on top.

Need a one-off project instead? I'll give you a quote.

Not sure which fits? We'll work it out together in your free discovery chat.

Google Business Profile

Get found on Google, look the part

For a lot of new clients, your Google profile is the first thing they see. I'll set it up properly and keep it active, so your practice looks established and trustworthy.

Get my profile sorted
Set-up$300one-off fee
Management$49per week, subscription
  • Weekly posts
  • Review responses
  • Photo updates
  • Q&A monitoring
  • Rank tracking
  • Review management

Getting started

From first chat to support in seven steps

  1. Discovery chat

    A no-obligation chat about what you need help with.

  2. View proposal

    I send through a plan based on our chat.

  3. Choose your package

    Pick the hours that suit you.

  4. Sign agreement

    A simple service agreement to make it official.

  5. Pay your invoice

    Packages are paid up front.

  6. Directions meeting

    Where do we begin? We set priorities for month one.

  7. Support begins

    Your admin, handled.

Jess Coleman sitting cross-legged with her laptop

Meet Jess

The person behind Cedar & Gum

I'm Jess Coleman, a Canadian/Australian mother of three and small business owner, now calling the Adelaide Hills home. I started my virtual assistant business during the Covid pandemic, and I've been helping busy solo business owners get their time back ever since.

Most of my clients work in health and wellness, and I have experience supporting clients with neurodivergence. I know that when you run a practice on your own, every hour counts, and I treat your business with the care you give your clients.

The story behind the name

Cedar & Gum is named for the two places I call home: Canada and Australia, and two trees known for strength, resilience and growth.

Cedar · Canada

Durable and grounded, the cedar stands for my Canadian roots and the solid foundation every business needs to thrive.

Gum · Australia

Tall, flexible and quick to regenerate after fire, the gum stands for my Australian home and the resilience it takes to grow.

Together they sum up how I work: steady, reliable support with the flexibility to adapt as your business grows. I'm here to help you lay strong foundations, weather the busy seasons and reach your goals.

Kind words

What clients say

Jess is a valuable asset to my private counselling practice. She is so knowledgable and helpful, managing all administrative areas. In just six months, Jess has streamlined all my processes so things running very smoothly. Having Jess on board has lifted a huge load from my plate so I can focus on the areas I prefer. Finding Jess has been like finding treasure!

Sharne KilsbyShiloh Within Counselling

I can’t recommend Jess highly enough. She’s been absolutely fantastic to work with, and since she’s come on board, my business hasn’t just grown—it’s truly excelled.

Paul CurzonOrange Movement PT

Jess has been bringing her superior skills, creativity, energy and supreme organisational abilities to our micro-business for the past 12mths.

Initially engaged to ‘help out’ with some admin Jess quickly showed us that her skills extended deeply into marketing, social media, client management, proposal writing - the list goes on.

We are blessed to have someone of Jess’ ability, integrity, humour and dedication on our team, she is a rare individual in whom you can place complete trust - I suggest you reach out to Jess to see what she can bring to your business - you wont be disappointed

David HallingAdelaide Property People

What to say about Jess Coleman Virtual Assistant; Virtually anything you would need to have done in this field, she’s your gal.

• Anything done in a timely manner, she does
• Anything she may not know, she finds out
• Honesty, integity and respectfullness is what you’ll find in her.

Guy C.

VA mentorship for mums

Earn an income around your kids

Thinking about becoming a virtual assistant? I've built my business around three children, and I'd love to help you do the same: flexibly, and on your terms.

We'll talk through your skill set, how it could be marketed, and the practical first steps to getting started as a VA.

$89
  • One-hour chat about your skills and how to market them
  • PDF guide on how to get started
  • How to set up a professional domain email address
  • Ongoing support available afterwards
Enquire about mentoring

FAQ

Questions, answered

Can't see yours here? Ask me in a free discovery chat.

How does a monthly retainer work?

You purchase a package of hours up front, then I complete the agreed work for that month. You can pay monthly or weekly.

What's included in every package?

Regular updates on your work, ongoing email support, time reporting so you can see where your hours went, and a complimentary 30-minute catch-up via video call.

Can I hire you for a one-off project?

Yes. Tell me what you need, whether that's a CRM set-up, an inbox overhaul or a Google Business Profile, and I'll send you a quote.

Do I need to be in Adelaide to work with you?

No. I'm based in the Adelaide Hills, South Australia, but I work virtually, so I can support businesses anywhere in Australia.

How is a VA different from hiring a staff member?

You only pay for the work done. There's no sick pay, annual leave, holiday pay or superannuation, and no need for desk space or equipment.

Which practice software do you use?

I work in Halaxy, Splose and ServiceM8, and I'm happy to learn whatever systems your business already runs on.

Can you chase overdue invoices for me?

Yes. If following up unpaid invoices feels too close to home, I can handle debtor follow-ups for you.

How do I get started?

Book a free, no-obligation discovery chat. We'll talk about what you need, then I'll send a proposal for you to review.

Let's chat

Ready to hand over the admin?

Book a free, no-obligation discovery chat and tell me what's on your plate. We'll work out where I can help most.

Prefer to send a message?

Tell me a little about your business and what you need help with, and I'll be in touch to talk it through.