Overview

We are seeking a proactive, ownership-driven Operations & Administrative Assistant to streamline our core business operations, optimize data management, and support future growth. In this highly impactful role, you will manage day-to-day administration, lead process documentation, and drive our social media presence while working closely with the business owner and office team. The ideal candidate is AI-forward, highly organized, and thrives in a fast-paced environment where they can confidently take the initiative.

Schedule:

• Monday to Friday 8:00am to 5:00pm Sydney Time with 1 hour unpaid break.

Responsibilities

• Inbox & Communication Management: Filter, triage, and prioritize the owner's and general inbox, drafting routine responses to clients, agents, and suppliers.
• Simpro Data Management: Update customer card files, maintain the 10,000-client database, and set up work orders as new leads.
• Financial & Order Processing: Rename and file invoices, upload purchase orders, and process email work orders/quotes into Simpro.
• Social Media Ownership: Develop, schedule, and grow social media content (minimum 3x weekly) and manage Podium messaging campaigns.
• Process Documentation: Document workflows and build comprehensive Standard Operating Procedures (SOPs) for recurring tasks.
• Proposal Follow-ups: Track and follow up on outstanding proposals and recurring jobs via email and Podium.
• Operational Support: Track equipment servicing schedules, manage insurance renewals, and support general business compliance.
• Team Assistance: Provide ad hoc administrative and personal assistant support to the owner and local office team.

Requirements

• Prioritization & Pressure: Ability to stay calm, accurate, and effective during busy periods while sequencing a varied daily workload autonomously.
• Proactive Problem Solving: A strong track record of taking ownership of tasks, finding process improvements, and working with a continuous-improvement mindset.
• SOP & Documentation Skills: A natural habit of documenting workflows and building clear, easy-to-follow procedures.
• AI & Tech Forward: Proficiency or strong familiarity with tools like Simpro, Microsoft 365, Google Drive, and AI platforms (ChatGPT, Claude).
• Adaptability: High resilience and comfort switching between competing priorities in a fast-paced, unpredictable environment.
• Communication Skills: Exceptional written and verbal communication skills to professionally represent the business to clients and suppliers.
• Attention to Detail: High organizational standard, ensuring absolute accuracy across data entry, invoicing, and files.
• Initiative & Leadership: Confidence to lead functions independently (like social media) rather than waiting for constant direction.
• Integrity & Confidentiality: A strong understanding of data security with a high level of discretion regarding sensitive company information.
• Commitment: A dedicated, hardworking individual looking to build a long-term professional relationship and contribute to team success.

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.