Schedule:

• Monday to Friday | Flexible hours | 20 hours per week | Queensland time

Reports To: Owner / Operations Manager

Role Overview

The Timesheet Operations Coordinator is responsible for end-to-end management of employee timesheets, ensuring all work hours, travel time, and job allocations are accurately recorded and aligned with job numbers for correct invoicing and payroll.

This role plays a critical part in job cost tracking, payroll accuracy, and operational reporting. You will work closely with the Owner/Operations Manager and liaise regularly with field staff to resolve discrepancies, enforce correct clock-in behavior, and maintain clean, reliable data across ServiceM8 and MYOB.

This position is ideal for someone who is highly detail-oriented, process-driven, confident in following up with staff, and comfortable working independently in a remote environment.

 

Key Responsibilities

Timesheet Management & Verification

• Collect, review, and validate employee timesheets submitted via ServiceM8.

• Ensure all work hours, travel time, and job-specific entries are complete and accurate.

• Confirm that staff are clocked into the correct assigned job number in ServiceM8 at all times.

Follow-ups & Issue Resolution

• Proactively follow up with staff regarding missing, late, or incorrect entries.

• Clarify discrepancies and ensure corrections are made promptly.

• Consistently remind and notify staff to comply with proper clock-in procedures.

Payroll & Data Accuracy

• Accurately enter and reconcile timesheet data into MYOB for payroll and reporting.

• Cross-check job numbers to ensure alignment with ServiceM8 invoices.

• Maintain strict confidentiality of payroll and employee information.

Reporting & Owner Support

• Provide regular updates to the Owner on incomplete, late, or inaccurate submissions.

• Assist with job measurement, labor cost tracking, and performance monitoring.

• Prepare simple reports that highlight trends, issues, or recurring errors.

Process Improvement

• Identify gaps or inefficiencies in timekeeping and payroll processes.

• Recommend and support improvements to increase accuracy and compliance.

 

Skills & Qualifications

• Experience using ServiceM8 and MYOB (or similar job management and accounting systems).

• Prior experience in timesheet coordination, payroll support, data entry, or administration

• Strong attention to detail with high accuracy in data entry.

• Excellent written and verbal English communication skills.

• Proven ability to work independently with minimal supervision.

• Ability to manage multiple deadlines and conduct consistent follow-ups.

• Reliable internet connection and professional home office setup.

Key Attributes

• Self-motivated: Takes ownership and resolves issues proactively.

• Highly organized: Comfortable managing multiple staff and deadlines.

• Assertive yet professional: Confident in following up and enforcing processes.

• Trustworthy: Handles sensitive payroll data with discretion.

• Approachable communicator: Builds cooperation with field staff while maintaining standards.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring