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

Key Responsibilities

• Manage the end-to-end financial administration process, including daily invoicing, quoting, and payment follow-ups using ServiceM8.
• Prepare and dispatch detailed, accurate job reports, with a strong focus on meeting the comprehensive requirements of strata clients.
• Act as the first point of contact for the business, professionally managing all incoming phone calls, scheduling site visits, and handling client inquiries.
• Review, standardize, and process job notes from 4 field plumbers, ensuring data consistency and accuracy within ServiceM8 before finalizing reports.
• Coordinate with clients, tenants, and suppliers to schedule jobs, order materials, and ensure seamless operational flow.
• Proactively follow up on submitted quotes and recommended further works (QFWs) to drive business opportunities.
• Develop, document, and maintain Standard Operating Procedures (SOPs) for all key administrative and operational tasks you manage.

Requirements

• Proven experience as an Operations Coordinator, Office Manager, or Senior Administrator, preferably within a trade or field service industry.
• High proficiency with field service management software is essential; direct, hands-on experience with ServiceM8 is strongly preferred.
• Exceptional attention to detail and a systematic approach to managing high volumes of information, particularly for invoicing and reporting.
• Demonstrated experience in creating and documenting Standard Operating Procedures (SOPs) for business workflows.
• Tech-savvy and comfortable using digital tools for remote collaboration, such as Google Chat and Zoom.

Additional Expectations

• A high degree of autonomy and ownership is expected after the initial onboarding and training period.
• Commitment to not just following, but actively creating and refining documented processes (SOPs) is essential.
• Proactively provide feedback and suggestions for optimizing workflows, particularly within the ServiceM8 platform.
• Maintain a clear and consistent communication loop with business owners and the field team to ensure everyone stays informed.
• Embody a practical, hands-on approach to problem-solving, aligning with the company's focus on tangible results.

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.