Job Overview

Our client is looking for Operations Administrator to take ownership of core administrative, financial, and coordination tasks. This role is critical for transforming the operational efficiency and scalability of the business, enabling greater focus on service delivery and strategic growth while establishing robust, documented systems for future expansion.

Schedule: Monday - Friday, 8am - 5pm, with 1 hour unpaid break (40 work hours per week)

Responsibilities

• Manage incoming work orders, client job details, and daily job schedules within job management systems (e.g., Tradify).
• Handle all aspects of client invoicing, including generation, dispatch, payment reconciliation, and supplier bill processing using accounting software (e.g., Xero).
• Coordinate material ordering and deliveries to job sites, ensuring timely supply for projects.
• Manage client communications, including diligently following up on quotes and responding to general inquiries via email and phone.
• Proactively manage the main business inbox by categorizing, prioritizing, and responding to emails on behalf of the owner.
• Ensure accurate and consistent data entry across all business management systems (e.g., Tradify, Xero), maintaining client and supplier databases.
• Assist with reporting tasks by collating necessary data from business systems to support informed decision-making.
• Document existing administrative workflows and create comprehensive Standard Operating Procedures (SOPs) for recurring tasks.
• Develop and maintain a searchable knowledge base for key operational details, common client questions, and best practices.

Requirements

• Proven experience in administrative support or virtual assistant roles, ideally within a trade services or similar environment.
• Proficiency in job management software (e.g., Tradify) and accounting software (e.g., Xero).
• Strong organizational skills with an exceptional eye for detail and accuracy.
• Proactive problem-solver with the ability to work independently and manage multiple tasks efficiently.
• A commitment to maintaining data integrity and optimizing system utilization.
• Familiarity with Microsoft 365 for documentation and digital filing is a plus.

Nice to have:

• Proactively identify and suggest improvements for existing software feature utilization (Tradify, Xero).
• Contribute to the development of automated communication templates and digital filing systems.
• Assist in establishing and refining client follow-up protocols to improve conversion rates and satisfaction.
• A commitment to thorough process documentation and knowledge transfer to build a scalable operational framework.
• A willingness to adapt and evolve processes as the business grows and needs change.

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.