Job Overview

Our client is looking for a proactive and highly organized Operations Coordinator to manage daily operations, client communications, and administrative workflows. This role is essential for ensuring smooth scheduling for field technicians, maintaining compliance backlogs, and supporting marketing efforts through social media and lead nurturing.

Schedule

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

Independent Contractor Perks

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

Responsibilities

• Manage and respond to all incoming client inquiries via Podium and Outlook daily.
• Proactively contact clients from the smoke alarm compliance backlog to schedule installations daily.
• Process incoming work orders from real estate property managers in Outlook and ServiceM8 daily.
• Schedule and coordinate job bookings for field technicians in ServiceM8 daily.
• Send automated appointment confirmations and reminders to clients using Podium daily.
• Follow up with clients on pending quotes and job approvals via Podium/Outlook weekly.
• Update job statuses and communicate changes to clients as needed daily.
• Implement and manage automated lead nurturing sequences in Podium monthly.
• Accurately enter new work orders and job details into ServiceM8 daily.
• Generate and send client invoices through ServiceM8 after job completion daily.
• Track and follow up on outstanding payments and overdue invoices via Xero/Podium weekly.
• Process and categorize incoming supplier invoices in Xero weekly.
• Update pricing information in ServiceM8, ensuring alignment with Birdie's AI price book as needed.
• Perform bank reconciliation in Xero monthly.
• Assist with general administrative tasks (e.g., data entry, file organization) daily.
• Create and schedule social media posts for the company (Instagram, Facebook) 3 times weekly.
• Monitor and respond to social media comments and messages daily.
• Curate content from job photos and client testimonials for marketing use weekly.
• Track and report on social media engagement and lead generation metrics monthly.
• Research and suggest new marketing opportunities and industry trends monthly.
• Document existing administrative workflows and processes using screen recording software weekly.
• Create and update Standard Operating Procedures (SOPs) for all ongoing VA-managed tasks.
• Build and maintain a searchable knowledge base for ServiceM8, Podium, Birdie, Notion, and Xero monthly.
• Record and organize training materials for future team members as needed.
• Review and refine documented processes based on workflow improvements quarterly.

Requirements

• Proven experience as a Virtual Assistant or in a similar administrative/operational support role.
• Highly tech-savvy with experience in or quick adaptability to systems like ServiceM8, Podium, Outlook, Xero, and AI-driven tools.
• Exceptional organizational skills and meticulous attention to detail, capable of managing multiple tasks efficiently.
• Proactive communicator with excellent written and verbal English skills.
• Ability to work independently, take initiative, and problem-solve effectively.
• Experience with social media management (Instagram, Facebook) and basic content curation.
• A strong understanding of administrative processes and a desire to optimize workflows.
• Experience in the trades or construction industry, or with real estate property management, is a plus but not required.

Additional Expectations

• A proactive, 'get-it-done' attitude with a strong sense of ownership and accountability.
• Eagerness to learn new systems, embrace AI tools, and implement innovative solutions.
• A natural inclination towards providing sales support and nurturing client relationships.
• Ability to identify process improvements and contribute to comprehensive system documentation.
• Strong organizational skills to effectively manage diverse tasks ranging from scheduling to social media engagement.

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 that meet all requirements will receive priority review.