Job Overview

Our client is looking for a dedicated Operations and Administrative Assistant to serve as a critical operational pillar for their business. In this role, you will act as the central command post, bridging the gap between the field team and clients, while establishing robust systems that transition the business away from founder-dependent administrative bottlenecks.

Schedule: Monday - Friday, 8am - 5pm, with 1 hour unpaid break (40 work hours per week)

Responsibilities

• Manage the daily creation, updating, and organization of job folders, schedules, and team assignments in ServiceM8.
• Prepare and submit necessary compliance documentation, including 'Before You Digs' forms, Meter Forms, and Energy Company applications.
• Triage and manage incoming communications via email and WhatsApp, ensuring professional responses within 4 business hours.
• Transcribe and action voice memos from the founder and field team members to ensure job updates and requests are logged.
• Generate and send client invoices weekly or fortnightly, and assist with follow-ups on outstanding payments.
• Track material expenses and labor hours against specific jobs to assist with monthly job profitability reporting.
• Document current administrative workflows and develop a searchable knowledge base of Standard Operating Procedures (SOPs).
• Coordinate with web developers to oversee the repair and revitalization of the company website.

Requirements

• Proven experience in an administrative, operations, or virtual assistant role, preferably supporting trades, construction, or field service businesses.
• Familiarity with job management software (hands-on experience with ServiceM8 is highly desirable).
• Experience with basic financial tracking, invoicing, and expense allocation.
• Tech-savvy with the ability to manage communications across multiple platforms (Email, WhatsApp) and efficiently process voice memos.
• Exceptional organizational skills and proven experience creating Standard Operating Procedures (SOPs) or business documentation.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage

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.