Schedule:

• Flexible during client business hours, typically 8:00 AM to 5:00 PM NZ time
• 20-hour per week role to start, with flexibility to increase hours as the role develops

Role Overview:

The company is looking for a highly organised and proactive Office Manager to become the operational backbone of the business.

This is a remote role for someone who can take ownership of daily operations, manage coordination across multiple stakeholders, and help systemize how the business runs. You will keep jobs, schedules, and communications moving smoothly so the Director can focus on strategy and growth.

This is not a task only admin role. It requires judgement, accountability, and confidence in managing contractors, tenants, and property managers independently.

Key Responsibilities:

• Own day-to-day administration and coordination across active jobs
• Manage the shared inbox and respond promptly to client, tenant, and property manager enquiries
• Prepare quotes and support job setup and scheduling
• Coordinate technicians and contractors to confirm access, timing, and completion
• Follow up firmly with contractors to obtain updates, photos, and required paperwork
• Maintain accurate job records, notes, and documentation in CRM and related systems
• Track job progress end-to-end so nothing falls through the cracks
• Build, improve, and document SOPs, checklists, and workflows
• Identify gaps in current processes and suggest smarter, more efficient ways of working
• Provide regular updates and reporting to the Director
• Handle phone calls confidently and professionally when required

Tools and Systems:

• Capsule CRM
• Quotient (quoting software)
• Xero (accounting)
• WhatsApp, email, and phone coordination
• PDFs, forms, shared folders, and documentation systems

Experience with trade or job management software such as iTrade, ServiceM8, simPRO, Fergus, or Tradify is an advantage, but not required.

What Success Looks Like:

• Jobs are coordinated smoothly without the Director needing to chase details
• Contractors respond on time because expectations and systems are clear and enforced
• Every job has complete documentation and accurate records
• SOPs are actively used and refined to support scaling
• Daily admin no longer pulls leadership away from strategic work

About You:

• Highly organised, detail-focused, and naturally proactive
• Confident making decisions and managing competing priorities
• Comfortable working independently in a remote environment
• Clear and confident communicator with strong spoken and written English
• Persistent and tough-skinned when following up with trades and contractors
• Tech confident and capable of improving systems, not just following them
• Experience in trades, HVAC, maintenance, or property services is a strong advantage.

Experience Requirements:

• 3 to 5 years of experience in office management, operations, or senior administration
• Proven experience coordinating jobs, schedules, and multiple stakeholders
• Strong customer service and professional phone communication skills
• Ability to work independently without constant direction

Working Hours:

• The role does not require fixed clock-in and clock-out times
• Daily availability and responsiveness during business hours are required
• Hours may be split across the day as long as priorities, communication, and outcomes are met

Compensation:

• Competitive rate based on experience and seniority
• Final rate to be discussed during screening

Independent Contractor Perks:

• Permanent work-from-home
• Immediate hiring