Job Overview

Our client is looking for a highly organized, proactive, and tech-savvy professional eager to make a significant impact on a growing electrical contracting business. As a Virtual Operations & Administrative Coordinator, you will become the backbone of daily operations. You'll play a crucial role in streamlining workflows, managing communications, and ensuring financial accuracy, directly enabling the owner to focus on strategic growth and client relationships. This is an exciting opportunity to implement best practices, optimize systems, and contribute to the success of a dynamic company known for its quality work and specialist expertise.

Role Scope

This role is pivotal in transforming the operational efficiency and strategic capacity of the business. By taking ownership of core administrative, scheduling, communication, and financial tracking functions, the Operations Coordinator will directly enable the owner to step back from day-to-day tasks, focus on business growth, and improve overall profitability and client satisfaction. It encompasses both the execution of current tasks and the development of future-proof systems and processes.

Schedule

• Monday - Friday, 8:00 AM - 5:00 PM AEST, with 1 hour unpaid break (40 work hours per week)

Independent Contractor Perks

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

Responsibilities

• Proactively manage all incoming service work purchase orders and allocate jobs within Simpro.
• Coordinate and confirm daily job schedules for all field personnel and apprentices.
• Provide consistent and proactive project status updates to builders, ensuring regular communication on completed work and upcoming schedules.
• Monitor, triage, and manage the owner's email inbox, prioritizing urgent communications across email, SMS, and WhatsApp.
• Draft and send routine client and supplier communications, escalating critical or complex issues for owner input.
• Process all contractor invoices for accurate entry into Simpro and Xero.
• Manage accounts receivable, including generating reports and sending personalized follow-ups for overdue invoices.
• Assist the bookkeeper with payment allocations and general bookkeeping tasks within Xero.
• Document existing administrative workflows to create comprehensive Standard Operating Procedures (SOPs).
• Research and document solutions for IT challenges, particularly related to calendar syncing between Simpro, Outlook, and Teams.
• Provide daily breakdowns of tasks completed and upcoming priorities to the owner.
• Identify and propose underutilized features within Simpro for improved operational efficiency.

Requirements

• Proven experience in administrative support, operations coordination, or a virtual assistant role, ideally within a trades-based or project management environment.
• Proficiency with job management software (e.g., Simpro) and accounting software (e.g., Xero).
• Strong organizational skills with an exceptional ability to manage multiple priorities and deadlines effectively.
• Excellent written and verbal communication skills for professional client and supplier interactions.
• Tech-savvy with a solid understanding of Microsoft 365 (Outlook, Teams) and a willingness to learn and optimize new systems.
• Proactive problem-solver with an analytical mindset, especially for system optimization and IT troubleshooting.
• High attention to detail, particularly in financial tracking, data entry, and communication.
• Ability to work independently and maintain high productivity in a remote environment.
• A self-starter who can take initiative and contribute to process improvements.

Additional Expectations

• Disciplined and self-motivated with a strong work ethic, aligning with the owner's structured approach to work-life balance.
• Proactive in identifying areas for improvement and implementing solutions for efficiency gains.
• Commitment to maintaining a high level of confidentiality and professionalism in all communications and tasks.
• Ability to adapt quickly to evolving business needs and embrace new technologies and workflows.
• A strong desire to create and implement efficient systems and documented processes to build a scalable business framework.
• Excellent communication skills, providing clear, concise, and regular updates on progress and priorities.

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.