Role Overview
The Administrative Support Specialist will serve as the operational backbone for our masonry and landscaping businesses, streamlining administrative processes and enhancing client relationships. This role is crucial in alleviating the current administrative burden on the business owner, allowing for focused growth and improved service quality. The primary objectives include managing all client communications, coordinating projects across both businesses, handling financial administration, and optimizing internal processes. By efficiently managing day-to-day operations, this role will contribute significantly to improving customer satisfaction, increasing operational efficiency, and ultimately driving business growth and profitability. The ideal candidate will act as a bridge between clients, on-site teams, and management, ensuring smooth information flow and project execution.

Candidate-facing description
Are you a detail-oriented multitasker with a passion for the construction industry? Join our dynamic team managing two thriving businesses in masonry and landscaping. You’ll be the backbone of our operations, handling everything from client communications to project coordination. This role offers a unique opportunity to gain diverse experience in construction administration while making a significant impact on our business growth. If you thrive in a fast-paced environment and enjoy seeing projects come to life, this position is perfect for you!

Schedule: 8am to 5pm Sydney, 35hrs per week

Independent Contractor Perks

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

Responsibilities

• Manage all client communications, including inquiries, quotes, and project updates for both masonry and landscaping businesses
• Prepare accurate quotes and invoices using Tradify and QuickBooks
• Coordinate project schedules and resource allocation between masonry and landscaping crews
• Handle financial administration, including invoicing, payment follow-ups, and basic bookkeeping
• Maintain and organize all project documentation and ensure compliance with industry regulations
• Assist in quality control processes, including scheduling audits and addressing client feedback
• Support marketing efforts and maintain the company’s online presence
• Create and update standard operating procedures for administrative tasks
• Manage inventory and coordinate with suppliers for both businesses

Requirements

• Proven experience in administrative roles, preferably in the construction or service industry
• Proficiency in Tradify, QuickBooks, and Microsoft Office suite
• Excellent written and verbal communication skills
• Strong organizational abilities and attention to detail
• Ability to multitask and prioritize in a fast-paced environment
• Basic understanding of construction or landscaping terminology (preferred)
• Adaptability to learn new technologies and processes quickly

Scopes

• Serve as the primary point of contact for client communications across both businesses
• Manage all administrative aspects of projects from initial inquiry to final invoice
• Coordinate with on-site teams to ensure smooth project execution and resource allocation
• Continuously improve and document administrative processes for both masonry and landscaping operations
• Assist in financial reporting and analysis for business decision-making

Core Role Outcome

1. Administrative Efficiency and Customer Service Responsibility: Manage all client communications, quote preparations, and general administrative tasks for both businesses. Expected Result: Timely responses to inquiries, accurate quotes, and improved customer satisfaction. Success Measure: 90% of client inquiries responded to within 24 hours, and a 20% increase in positive client feedback.
2. Financial Management and Reporting Responsibility: Handle invoicing, payment follow-ups, and basic bookkeeping for both the masonry and landscaping businesses. Expected Result: Improved cash flow and accurate financial reporting. Success Measure: Reduce overdue invoices by 50% and provide weekly financial summaries for both businesses.
3. Process Documentation and Optimization Responsibility: Create and maintain SOPs for all administrative tasks, and continuously improve processes for both businesses. Expected Result: Standardized, efficient operations that can be easily scaled or transferred. Success Measure: Complete documentation of all core processes within 3 months and implement at least one process improvement per month thereafter.

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 fulfill all requirements will receive priority review.