Job Overview
This is a critical role that will transform the company's operational backbone. The successful candidate will take full ownership of the administrative and coordination functions, moving the business from a reactive to a proactive state. Your primary goal is to establish and manage robust systems that ensure smooth day-to-day operations, financial accuracy, and excellent client communication, ultimately enabling the business to run efficiently and independently of the owner's constant involvement. Our client is looking for someone who can drive these initiatives forward.
Schedule
- Monday - Friday, 8:00 AM - 5:00 PM AEST (40 work hours per week)
Responsibilities
- Manage the entire job lifecycle by entering new job requests from all sources (phone, email, client portals) into ServiceM8.
- Coordinate and schedule jobs with clients and tenants via phone and SMS, providing timely updates on technician arrival times.
- Serve as the primary point of contact for new client inquiries, providing prompt responses and conducting proactive follow-ups on all outstanding quotes.
- Prepare and issue timely invoices using Xero, ensuring seamless financial data flow from completed jobs in ServiceM8.
- Manage accounts payable by processing supplier invoices and assisting with weekly bank reconciliation tasks.
- Proactively follow up on overdue client payments to improve cash flow.
- Support operational efficiency by coordinating material orders, maintaining digital compliance records, and updating project statuses.
- Document existing administrative processes and create clear Standard Operating Procedures (SOPs) for all recurring tasks.
Requirements
- High proficiency and hands-on experience with ServiceM8 and Xero is essential.
- Proven experience in an administrative, dispatch, or operations coordination role, preferably within a trade or service-based industry.
- Familiarity with real estate client portals (e.g., Bricks + Agent, Tapi, Arlo) is highly desirable.
- Experience creating and maintaining process documentation or Standard Operating Procedures (SOPs).
- Exceptional organizational and time-management skills with a keen eye for detail.
- Excellent written and verbal communication skills, with a professional and friendly phone manner.
- Tech-savvy with the ability to quickly learn new software and manage system integrations.
- A proactive mindset with the ability to work independently, identify problems, and implement effective solutions.
Independent Contractor Perks
- Permanent work from home
- Immediate hiring
- Health Insurance Coverage for eligible locations
Note
- Please click the Apply button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.
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