Administrative Operations

Schedule:

40 hours per week
Monday to Friday, 9AM to 6PM Sydney, AU time

Role Overview
As the Administrative Operations Coordinator, you will own the core business processes to ensure a seamless “customer-to-completion” journey. Your primary mission is to provide proactive coordination that allows the owner to step back from manual work and focus on strategic growth.

Key Responsibilities

ServiceM8 Mastery: Manage incoming communications and scheduling via phone systems and ServiceM8.
Job Auditing: Audit job documentation for completeness (materials, labor, photos, and notes) to ensure compliance and profitability.
Stakeholder Liaison: Act as the primary point of contact for tenants, property managers, field technicians, and subcontractors.
Financial Support: Prepare and process invoices and support job profitability tracking.
Procurement Tracking: Monitor parts orders and follow up on ETAs to ensure jobs aren’t delayed by missing materials.
SOP Development: Document and refine operational processes to reduce reliance on “individual memory”.

Requirements

Communication: Exceptional English verbal and written skills for professional phone and email interaction.
Tech-Savvy: Proficiency with ServiceM8 is highly preferred; comfort with cloud-based phone systems and Microsoft 365 is essential.
Industry Knowledge: A basic understanding of construction/trades terminology is a significant plus.
Proactive Mindset: Ability to handle multiple urgent tasks (e.g., balancing emergency calls while chasing parts orders).
Detail-Oriented: A meticulous eye for auditing job compliance and documentation.

Independent Contractor Perks