Job Overview

Our client is looking for a ServiceM8 & Xero Operations Administrator. This role is pivotal in transforming the operational efficiency and financial health of the business. By taking ownership of critical administrative and financial tasks, the ServiceM8 & Xero Operations Administrator will directly contribute to clearing significant financial backlogs, streamlining client communications, and establishing robust processes for future growth. This position is essential for improving the owner's work-life balance, reducing business stress, and setting the foundational framework for the business's scalable expansion.

Schedule

• Monday - Friday, 8:00 AM - 5:00 PM AEST (40 work hours per week)

Responsibilities

• Systematically manage and clear the existing backlog of 15–20 unbilled jobs and ensure all new jobs are invoiced accurately and promptly (within 24 hours of completion) using ServiceM8/Xero.
• Proactively manage accounts receivable, identifying overdue invoices (including the current $80,000 backlog) and initiating follow-up communications.
• Reconcile payments received to maintain accurate financial records.
• Manage the main email inbox, triaging messages, responding to routine inquiries, and flagging urgent communications.
• Coordinate and schedule plumbing jobs with clients, tenants, and real estate agents via ServiceM8, ensuring timely follow-ups for scheduling responses.
• Coordinate with suppliers for part orders and deliveries, then schedule necessary follow-up work with clients.
• Log all incoming quote requests, track their status, and prepare follow-up communications for outstanding quotes, including high-value projects.
• Maximize the utilization of ServiceM8 for all job tracking, client communication, and operational data, ensuring accuracy and completeness.
• Document existing administrative workflows (e.g., invoicing, scheduling, and client follow-ups) and create comprehensive Standard Operating Procedures (SOPs) for all recurring tasks.
• Develop and maintain a searchable knowledge base for key operational details and common scenarios.

Requirements

• Proven experience in administrative or operational support roles, preferably in a trades or service-based business.
• Proficiency with business management software; direct experience with ServiceM8 and Xero is highly preferred.
• Exceptional organizational skills and meticulous attention to detail, with a strong ability to manage multiple priorities and deadlines.
• Proactive and clear communication skills, both written and verbal, for client and supplier interactions.
• Strong problem-solving abilities and a self-starter mentality.
• Tech-savvy and comfortable learning new systems and documenting processes.
• A commitment to accuracy and efficiency in financial and operational tasks.
• Ability to work independently and take full ownership of assigned responsibilities.

Additional Expectations

• A proactive approach to identifying and solving operational inefficiencies.
• A strong sense of ownership and accountability for tasks and outcomes.
• Eagerness to document processes and contribute to building a scalable business framework.
• Ability to handle sensitive client and financial information with discretion.
• A positive attitude and a commitment to helping the business thrive.

*Pay can be received in USD if you have a USD account.

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.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.