Job Overview

This is a pivotal role that will directly enable the owner to step 'off the tools' and focus 'on the business,' driving significant operational efficiency and scalability. The successful candidate will be responsible for transforming manual, owner-dependent administrative processes into streamlined, systemized workflows, ultimately contributing to improved client satisfaction, reduced operational bottlenecks, and substantial time savings for the business owner.

Schedule:

• Monday to Friday, 9:00 am - 6:00 pm Sydney time (40 hours per week)

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Key Responsibilities

• Systematically manage and categorize all incoming receipts and expenses, ensuring accurate entry and reconciliation within Xero.
• Handle all aspects of client invoicing, payment tracking, and accounts receivable, ensuring timely collection.
• Efficiently manage and filter email correspondence in Outlook, prioritizing urgent communications and responding to routine inquiries.
• Coordinate supplier communication, including price comparisons and scheduling, to avoid delays.
• Centralize all lead inquiries from various sources (mobile, email, SMS, WhatsApp, Facebook, Instagram, website) and ensure prompt initial responses.
• Manage and optimize the job scheduling process, transitioning from phone notes to a more structured system and coordinating team schedules.
• Proactively communicate with clients regarding quotes, job status updates, and follow-ups.
• Research, evaluate, and assist with the implementation of a suitable FSM/CRM or job management system to centralize operations and data.
• Develop and maintain digital checklists, price lists, and reporting cadences within new and existing systems.
• Document all existing administrative workflows (e.g., quoting, invoicing, client onboarding) and create comprehensive Standard Operating Procedures (SOPs) for recurring tasks.
• Maintain accurate client and job data within chosen systems daily.

Requirements

• Proven experience with Xero for bookkeeping, invoicing, and reconciliation.
• Strong organizational and time management skills, capable of managing multiple priorities in a dynamic environment.
• Excellent written and verbal communication skills for client and supplier interactions.
• Demonstrated ability to be proactive, identify process improvements, and implement solutions.
• Tech-savvy with a willingness to research, evaluate, and assist with the implementation of new software (e.g., FSM/CRM systems).
• High attention to detail, particularly in financial data entry and record-keeping.
• Ability to work independently and take ownership of administrative processes.
• Experience in the construction or trade industry is a significant advantage.

Additional Expectations

• A proactive approach to problem-solving and identifying areas for improvement.
• Commitment to documenting processes and creating a robust knowledge base.
• Ability to adapt to changing priorities and a fast-paced environment.
• A self-starter who can take initiative and work with minimal supervision.
• Comfortable guiding a less tech-savvy individual through new digital tools and processes.

Side Note

• This is a permanent work-from-home role under an Independent Contractor arrangement. Candidates must have their own computer and reliable internet connection, and are responsible for their own taxes and benefits. Professional hourly fees are established based on your performance in the application process.

Reminder

• Please follow the provided link to BruntWork’s Career Site to finish your initial application requirements, including the assessment questions, technical check, and voice recording. Submissions with all requirements fulfilled will receive priority review.