Overview

We are seeking a highly organized Operations & Administrative Support Specialist to streamline our daily workflows, manage customer communications, and handle financial and job scheduling systems. You will play a crucial role in coordinating our electrical and automotive divisions, acting as the central hub connecting field teams, clients, and management. If you are tech-savvy, process-driven, and looking for a stable, long-term opportunity to grow with an Australian-based business, this role is for you.

Schedule

Full-time, Monday to Friday 8:00 AM – 5:00 PM Australian Eastern Time (AEST/AEDT)

Philippine Time Equivalent:

• 5:00 AM – 2:00 PM PHT (AEDT, approximately October – April)
• 6:00 AM – 3:00 PM PHT (AEST, approximately April – October)

• Note: This is an early morning shift, not an overnight graveyard shift. The hours adjust automatically with daylight saving.

Responsibilities

Lead & Customer Management

• Monitor and respond to inbound enquiries across email, phone, SMS, and social media. [Daily]
• Process enquiries and leads through GoHighLevel (CRM) and Simpro (job management), moving jobs through quoting, completion, invoicing, and payment stages. [Daily]
• Manage and triage the Google Workspace inbox, flagging urgent items. [Daily]

Quoting, Scheduling & Job Management

• Draft quotes in Simpro from field data and pre-built templates. [Daily]
• Prepare quotes for owner review and final approval. [Daily]
• Schedule and confirm job appointments for both electrical and automotive divisions. [Daily]
• Update job statuses and details in Simpro based on field team input. [Daily]
• Transcribe voice memos and organize field photos and notes for quoting and invoicing. [Daily]
• Prepare detailed job reports for strata clients, including photos and time/materials breakdowns. [As Needed]

Financial & Supplier Administration

• Receipt supplier invoices and manage inventory records in Simpro. [Daily]
• Monitor automated payment collection, and follow up on and manage overdue accounts via email and phone. [Weekly]
• Enter expense invoices into Xero and prepare batch payment files for owner approval. [Weekly/Fortnightly]
• Reconcile Simpro and Xero data for accuracy. [Weekly]
• Process payroll using Smart Payroll (or its successor system). [Fortnightly]

Systems, Process & Continuous Improvement

• Review and streamline Asana task lists, removing redundancies and improving clarity. [Ongoing]
• Document existing workflows and write clear SOPs for delegated tasks. [Ongoing]
• Research and test AI tools for process automation, particularly with GoHighLevel and Simpro's API. [Monthly]
• Build and maintain a searchable knowledge base of operational details, client preferences, and local specifics (e.g., Wollongong-area naming and pronunciation). [Weekly]

Requirements

Must-Have

• 2+ years of administrative or operations support experience in a service-based business (trades, home services, or similar preferred).
• Hands-on experience with a job management or field service platform (e.g., Simpro, ServiceM8, Jobber, Tradify), with the willingness to learn Simpro if not already familiar.
• Working knowledge of Xero or a comparable cloud accounting platform.
• Experience managing a CRM and task management tool (e.g., GoHighLevel, HubSpot, Asana, ClickUp).
• Strong written and verbal English communication skills for direct client interaction.
• Meticulous attention to detail, particularly when handling financial data and documentation.

Nice-to-Have

• Direct experience with Simpro, GoHighLevel, and/or Asana.
• Prior experience writing SOPs or building a knowledge base from scratch.
• Interest in or hands-on experience using AI tools (ChatGPT, Claude, Zapier, or Make) for workflow automation.
• Experience supporting an Australian trades or field service business.

Tools & Systems You'll Use

• Simpro — Job management, quoting, invoicing, and inventory
• Xero — Accounting and payments
• GoHighLevel ("Lana") — CRM and communications
• Asana — Task management
• Google Workspace — Email, Docs, and Chat
• Smart Payroll (or its successor) — Payroll processing

What Success Looks Like – First 90 Days

• Take full ownership of daily lead intake, quote turnaround, and job scheduling with minimal owner intervention.
• Maintain supplier invoicing, inventory management, and weekly Simpro/Xero reconciliations on a consistent schedule.
• Document at least 3–5 core administrative processes as clear, repeatable SOPs.
• Organize and streamline Asana task lists so the wider team has clear visibility into workflows and task dependencies.
• Identify and test at least one AI or automation opportunity (e.g., within GoHighLevel or Simpro) to improve operational efficiency.

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.