Job Overview:

Are you a highly organized professional ready to make a massive impact as our next Virtual Operations & Bookkeeping Assistant?

In this vital role, you will be central to the operational and financial health of our business, acting as our primary communications gatekeeper and the sole manager of day-to-day administrative and bookkeeping tasks. By successfully migrating our business to digital platforms and maintaining these systems, you will empower the business owner to reclaim 4-6 hours daily. Join us and play a direct role in significantly boosting our company's revenue potential and operational resilience!

Schedule:

Monday - Friday, 8:00 AM - 5:00 PM Sydney Time (with 1 hour unpaid break)

Responsibilities:

• Clear the existing invoicing backlog and manage the daily generation and dispatch of customer invoices via Tradify and Xero.
• Perform weekly bank reconciliations in Xero, process supplier invoices, and manage overdue payment reminders.
• Act as the gatekeeper for the main email inbox, categorizing communications, responding to general inquiries, and escalating urgent technical matters.
• Schedule and confirm client appointments, and follow up with material suppliers for quotes and delivery updates.
• Lead the implementation of Tradify by inputting new job details, tracking team hours, and recording material usage.
• Generate weekly job profitability reports for set-price air conditioning contracts to ensure healthy margins.
• Develop and maintain comprehensive Standard Operating Procedures (SOPs) for all administrative and financial workflows.
• Collaborate with the external bookkeeper monthly, preparing financial data to reduce their processing time.

Additional Expectations:

• Ability to work autonomously and take initiative in identifying process improvements.
• Commitment to maintaining a 24-hour turnaround time for new client inquiries.
• Willingness to manage historical data cleanup and digitize paper job cards during the initial onboarding phase.
• Comfortable following up with field team members to ensure the timely submission of timesheets and material logs.

Requirements:

• Proven experience in administrative support and bookkeeping, preferably within the trades, construction, or field service industries.
• Strong proficiency in Xero, including bank reconciliations, invoicing, and supplier invoice processing.
• Experience with job management software (Tradify experience is highly preferred).
• Excellent written and verbal communication skills for professional interactions with clients and suppliers.
• High level of organizational skill with a proven ability to manage and clear administrative backlogs efficiently.
• Experience creating Standard Operating Procedures (SOPs) and documenting business workflows from scratch.
• Strong attention to detail, specifically regarding financial data, labor hours, and material tracking.

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.