Client Overview

Our client is an Australian trades and field services business seeking a detail-oriented Administrative Assistant. They focus on providing reliable service to their customers while streamlining operational workflows and maintaining organized digital job records.

Job Description

You will support daily administrative operations, with a primary focus on job inquiry management, service scheduling, and client communication through ServiceM8. Working independently after initial onboarding, you will ensure accurate data entry, organize the service calendar, and handle client messaging to streamline administrative workflows and reduce the business owner's day-to-day administrative workload.

Schedule

•  4 hours/day, 5 days/week flexible during client business hours, Brisbane, QLD | 20 hours per week

Responsibilities

• Job Inquiry Management: Review incoming inquiries for complete details; categorize and update requests in ServiceM8 using established procedures; flag missing or unclear details; maintain precise records of customer and job information.
• Job Scheduling & Coordination: Schedule and allocate jobs in the ServiceM8 calendar according to predefined categories, timeframes, and guidelines; monitor appointments and update entries as needed to maintain workflow efficiency.
• Client Communication: Send clear, professional appointment confirmations and scheduling updates via ServiceM8 messaging templates; manage routine written inquiries without direct phone interaction.
• General Administration & Escalation: Maintain organized digital job records; follow documented administrative workflows; refer complex or non-standard inquiries to the business owner; maintain clear records of outstanding questions during onboarding.

Must-Have Requirements

• Experience: Proven track record in administrative assistant, scheduling coordinator, or service support roles.
• Systems Proficiency: Experience using job management, appointment scheduling, or field service software; comfortable learning new digital tools quickly.
• Communication Skills: Excellent written English skills for professional, client-facing messaging (no phone support required).
• Detail & Process Focus: Strong attention to detail when categorizing and entering data; ability to work independently and adhere strictly to established guidelines and escalation procedures.

Nice-to-Have Requirements

• Direct hands-on experience using ServiceM8 software.
• Prior experience supporting trades, maintenance, construction, or field service businesses.

Key Performance Indicators (KPIs)

• Accuracy, completeness, and proper categorization of ServiceM8 job records.
• Timely job allocation and prompt delivery of client confirmations and updates.
• Adherence to established workflows, escalation rules, and independent task completion post-onboarding.
• Successful reduction of the business owner's routine administrative workload.

Why Join This Team

• Consistent part-time schedule (20 hours/week) with flexible daily scheduling during Brisbane business hours
• Fully remote role with clear, well-documented administrative workflows
• Purely written client communication with zero phone-based interaction required
• Opportunity to expand responsibilities and grow within the business as the role develops

Independent Contractor Perks

• 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.

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