Job Overview

Our client is looking for a pivotal admin assistant to transform their business from an owner-centric operation into a systematized and scalable entity. Your mission will be to professionalize key business processes, improve cash flow, and enhance client satisfaction through efficient communication. This role is instrumental in building a robust operational foundation, directly leading to reduced administrative burdens and improved team productivity for future growth.

Schedule

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

Responsibilities

• Maximize the utilization of ServiceM8 for all job management, scheduling, and operational tracking; generate and distribute daily work schedules for field staff.
• Proactively manage and optimize forward-looking job schedules; systematically contact clients to arrange, confirm, and reschedule service appointments.
• Process and dispatch client invoices daily using Xero upon job completion; track and follow up on outstanding invoices and overdue payments weekly.
• Manage incoming emails in Microsoft 365 and answer business phone calls; facilitate internal communication via Microsoft Teams.
• Coordinate and order materials and equipment from suppliers; prepare initial drafts for quotes and conduct follow-ups on pending proposals.
• Document existing workflows into clear Standard Operating Procedures (SOPs) and maintain ServiceM8 templates for consistency.

Requirements

• Proven experience as an administrative assistant or in a similar operational support role.
• Demonstrable proficiency with ServiceM8 (or similar field service management software) and Xero accounting software.
• Excellent written and verbal communication skills, with a professional phone manner.
• Tech-savvy with a good understanding of business systems and Microsoft 365.
• Strong organizational skills with an exceptional eye for detail and accuracy.
• Proactive problem-solver comfortable with documenting processes and creating SOPs.

Additional Expectations

• A self-starter who takes initiative and requires minimal supervision.
• A strong desire to optimize systems and processes for maximum efficiency.
• Ability to handle sensitive information with discretion and professionalism.
• A positive attitude and a commitment to contributing to a productive team environment.

Independent Contractor Perks

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

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.