Job Overview

This is a comprehensive operational support role that will serve as the administrative foundation for the entire business. Our client is looking for someone to eliminate the owner's 5 AM admin starts by taking complete ownership of financial operations, daily scheduling, material procurement, and compliance management. The role directly enables the business's 12-18 month vision of scaling the team by 25% and increasing turnover by 20%, while simultaneously allowing the owner to achieve proper work-life balance and the ability to fully disconnect during holidays. Success in this position means the business can operate smoothly without the owner's constant involvement in administrative tasks, positioning the company for sustainable growth. This role offers significant autonomy and the opportunity to build systems from the ground up, making it ideal for someone who wants to be a strategic partner rather than just a task executor.

Schedule

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

Responsibilities

• Manage end-to-end financial workflow including invoicing from Sparky to Xero, bank reconciliations, supplier bills, and batch payments
• Take full ownership of accounts receivable, including proactive follow-ups on overdue invoices to maintain healthy cash flow, with a goal of reducing invoice-to-submission time to under 24 hours
• Coordinate daily job scheduling in Sparky, ensuring clear work plans and timely updates for on-site teams
• Handle material ordering and logistics by creating purchase orders in Sparky and coordinating deliveries with suppliers
• Process and review on-site documentation via Fast Fields to ensure accurate and complete job records for invoicing
• Maintain comprehensive OH&S and compliance documentation using Bright HR and Fast Fields, ensuring all regulatory requirements are consistently met without owner intervention
• Build and maintain a centralized knowledge base by documenting all administrative workflows, creating Standard Operating Procedures (SOPs) for recurring tasks, and organizing digital files in OneDrive
• Support business growth initiatives by researching tendering opportunities, assisting with new team member onboarding preparation, and contributing to CRM research and implementation planning
• Serve as the central point of contact for new job enquiries, ensuring prompt responses even during busy operational periods
• Input job costing details into Xero after project milestones to support profitability tracking and back-costing analysis

Requirements

• Proven experience with cloud-based accounting software, with Xero experience highly preferred or ability to quickly master financial platforms
• Strong technical aptitude and comfort learning specialized trade software including job management systems (Sparky or similar), digital forms platforms, and HR compliance tools
• Demonstrated experience managing accounts receivable and payable, including invoice generation, payment processing, and overdue follow-ups
• Excellent organizational skills with ability to manage multiple daily workflows including financial tasks, scheduling, and material ordering
• Outstanding written and verbal communication skills for coordinating with on-site team members, suppliers, and clients
• Self-directed, detail-oriented, and proactive with ability to work independently and identify process improvements

Additional Expectations

• Build and maintain comprehensive SOPs and knowledge base to enable the owner to fully disconnect during 3–4 weeks of annual leave
• Ensure absolute accuracy in financial records, with strong attention to invoicing, payments, and cash flow impact
• Proactively flag issues such as overdue invoices, scheduling conflicts, and compliance gaps before they escalate
• Identify and recommend process improvements and system optimizations to improve efficiency as the business scales
• Maintain strict confidentiality and professional communication with clients, suppliers, and internal teams at all times
• Embrace a continuous learning mindset, particularly around the specialized software stack and electrical contracting industry workflows

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.