Job Overview

Our client is looking for a proactive and self-motivated Operations & Client Support Specialist to join their tech-forward team. You will be responsible for optimizing schedules, pre-qualifying leads, and implementing process improvements to drive operational efficiency. If you enjoy a collaborative environment and are eager to take ownership of workflows and business systems, this role offers a meaningful opportunity to contribute to a growing service-based business.

Schedule

• 4 hours a day, 5 days a week, flexible within Australian Eastern Standard Time (20 work hours per week)

Responsibilities

• Review and optimize daily and weekly job schedules for the owner, employees, and subcontractors in ServiceM8; proactively fill gaps through client follow-ups.
• Pre-qualify incoming inquiries via phone and email based on criteria such as location and budget; manage social media and Google Business Profile inquiries.
• Send automated job confirmations and reminders with upsell opportunities; coordinate subcontractor availability and manage the team’s email and SMS inquiries via Google Workspace.
• Prepare specialized 'tech sheets' and 'MSDS sheets'; develop a standardized library of communication templates and maintain a searchable operational knowledge base.
• Process and generate invoices in Xero/ServiceM8; perform weekly bank reconciliations, track business expenses, and manage the transfer of quotes from Moco into ServiceM8.
• Document qualification and scheduling workflows into Standard Operating Procedures (SOPs) and identify underutilized ServiceM8 features to enhance efficiency.

Requirements

• Proven experience in an administrative or operational support role, preferably within a service-based industry.
• Proficiency with job management software (e.g., ServiceM8) and quoting tools (e.g., Moco).
• Experience with accounting software (e.g., Xero) and payment platforms (e.g., Stripe) for basic financial administration.
• Proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets)
  
• Excellent written and verbal communication skills, with a professional and engaging telephone manner.
• Highly tech-savvy with a willingness to learn new systems and optimize existing processes.

Qualifications

• Demonstrated ability to pre-qualify leads and manage client relationships professionally.
• Experience in creating and maintaining Standard Operating Procedures (SOPs).

Additional Expectations

• A proactive and self-motivated individual with a strong desire to learn, identify inefficiencies, and implement process improvements.
• Ability to communicate effectively and build strong rapport with clients, subcontractors, and team members.
• A 'people person' who enjoys contributing to a positive and collaborative team environment.
• Strong commitment to quality and consistency in all aspects of service delivery and administrative tasks.
• Openness to feedback and a proactive approach to continuous professional development.
• Comfortable working with a tech-forward approach and leveraging various software solutions.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring

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.