Job Overview:

As our new Operations & Client Coordinator, you must have prior experience with VA, remote work, or international clients to thrive in this foundational role. In this vital position, you will become the true operational backbone of our team, transforming daily administrative tasks into a smooth, system-driven engine. Your success will directly empower the business owner to transition from working in the business to on the business, helping us build a highly sustainable and scalable asset. If you love taking full ownership of operations and want to play a critical part in our next stage of growth, we would love to welcome you aboard!

Schedule:

• 8:00 AM - 5:00 PM Sydney Timezone

Responsibilities:

• Act as the first point of contact for all clients, managing inbound inquiries via phone and email with professionalism and efficiency.
• Implement and manage a robust lead-qualification process to ensure we engage the right customers.
• Manage the owner's schedule, efficiently booking qualified site visits and client appointments.
• Draft accurate and timely quotes based on the owner's voice memos and established templates, and proactively follow up to secure client approval.
• Oversee the entire financial administration cycle, including generating invoices, reconciling payments, and managing accounts receivable in Xero.
• Serve as the key coordinator between the owner, field staff, and clients, ensuring seamless communication and information flow for all jobs.
• Maintain meticulous and up-to-date records in our job management (Fergus) and CRM (Salesforce) systems.
• Develop, document, and maintain Standard Operating Procedures (SOPs) for all administrative tasks to build the company's 'second brain'.

Requirements:

• Proven experience in an operations, administration, or client coordination role, preferably within the trades or home services industry.
• Strong technical aptitude and experience with job management software (Fergus, ServiceM8, or similar), CRMs (Salesforce), and accounting platforms (Xero).
  
• Exceptional communication skills, with the ability to provide a friendly and professional experience for clients over phone and email.
• A proactive, systematic mindset with a talent for identifying inefficiencies and building repeatable processes.
• High level of accountability and the ability to work independently, taking full ownership of the administrative function.
• Excellent attention to detail, particularly in financial administration, quoting, and data entry.
• Experience with calendar management and coordinating schedules for a remote team.
• Comfortable learning and mastering new software tools, such as Aircall for phone systems.

Additional Expectations:

• Must be comfortable with direct communication and a partnership-style working relationship.
• Demonstrate a proactive approach to problem-solving and process documentation, consistently seeking to improve workflows.
• Ability to operate with a high degree of autonomy and take initiative to manage responsibilities without constant supervision.
• Willingness to participate in ongoing training and coaching to align with business goals.

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. We will set your hourly pay rate based on your performance in the application process. Submissions that meet all requirements will receive priority review.