Role Overview

This Administrative Assistant role is designed to serve as the operational engine for a growing trade and plumbing business, taking over day-to-day administrative functions to allow the owner to focus on scaling operations. The primary objective is to manage the end-to-end customer lifecycle and administrative workflow—from receiving inbound inquiries and generating quotes to real-time scheduling, preparing VBA plumbing compliance certificates, and processing invoices.

Schedule: monday to friday 12pm to 4 pm AUS/EST

Responsibilities:

• Manage job scheduling in Tradify, including real-time adjustments and coordinating appointments with customers
• Create and process invoices from completed jobs, allocating costs based on job sheets and quote information
• Develop and send quotes to prospective clients in a timely manner
• Filter, manage, and respond to incoming emails and enquiries on behalf of the business
• Field and manage inbound phone calls, capturing client details and job requirements
• Create and maintain social media content on Instagram to build brand awareness and generate leads

Requirements:

• Experience using Tradify or similar job management platforms for scheduling and invoicing
• Familiarity with Xero, Outlook, and general office productivity tools
• Strong written and verbal English communication skills
• High level of attention to detail, particularly when handling job costing and compliance documentation
• Ability to work independently with minimal supervision in a fast-paced environment
• Patience and adaptability when learning new processes and workflows

Scope:

• Prepare VBA plumbing compliance certificates using job information and existing templates
• Monitor and follow up on leads from online channels including HiPages and social media platforms
• Coordinate job logistics between the plumber, apprentice, and customers to ensure smooth daily operations
• Support the business owner in transitioning administrative processes from manual to delegated workflows
• Assist with lead nurturing by responding to enquiries and maintaining client communication

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations (for full-time roles only)

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.