Job Overview
This is a foundational role critical to the company's ability to scale. You will be the operational hub of the business, responsible for creating and managing the administrative systems that will enable growth.

Your success will directly result in freeing up the owner's time, increasing the volume of quotes, improving cash flow, and building a scalable, efficient operational framework.

You will have a high degree of autonomy and the opportunity to make a significant, lasting impact on the business.

Work Schedule: 40hrs per week, 8am - 5pm with 1 hour unpaid break | Australian Eastern Time

Key Responsibilities

• Manage the end-to-end administrative lifecycle of projects, from pre-job compliance paperwork in SiteDocs to final handover documentation.
• Act as the central point of communication, managing all incoming calls, emails, and texts, and providing timely updates to clients and suppliers.
• Coordinate the daily and weekly team schedules in Tradify, ensuring tradesmen have clear instructions and reducing reliance on the owner.
• Support the quoting process by preparing draft quotes in Tradify/Groundplan, gathering all necessary documents, and systematically following up on submissions.
• Handle financial administration, including processing timesheets, creating and sending invoices via Tradify to Xero, and organizing supplier bills for the bookkeeper.
• Develop and document Standard Operating Procedures (SOPs) for all administrative tasks, creating a 'business playbook' to support future growth.
• Proactively manage and optimize the use of our core software (Tradify, Xero), implementing checklists, templates, and automations to improve efficiency.

Requirements

• Proven experience in an administrative, project coordination, or operations role, preferably within the construction, trades, or a related industry.
• High proficiency with job management software (experience with Tradify is a significant advantage) and accounting software (Xero preferred).
• A proactive, problem-solving mindset with the ability to work independently and take ownership of your responsibilities.
• Experience in creating and implementing systems and standard operating procedures (SOPs).
• Tech-savvy and comfortable learning new software and digital tools to improve business processes.

Additional Expectations

• Achieve 80% operational independence within the first 90 days by utilizing and creating documented SOPs.
• Proactively identify and suggest system improvements, such as implementing a VoIP phone system or optimizing Tradify's features.
• Take initiative to build out a comprehensive digital 'business playbook' that captures all key administrative processes.
• Thrive in a dynamic startup environment where you will be instrumental in defining processes, not just following them.

Independent Contractor Perks

• Health insurance in eligible locations
• Permanent work from home
• Immediate hiring

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.