Join a growing plumbing and civil company as their Operations Support & Admin Specialist, where you’ll play a crucial role in streamlining their business operations and reducing administrative burden on senior management. This is an exciting opportunity to work with industry-leading software platforms like Simpro, Ezzy Bills, and Xero while supporting all departments within the business. You’ll be instrumental in email management, optimizing processes, maintaining data integrity, and implementing automated systems that drive efficiency across the organization. This role offers significant growth potential as you’ll be working directly with management teams and contributing to strategic operational improvements.

Role Overview

To provide comprehensive administrative and operational support across Tequa’s business, focusing on streamlining manual processes within SimPro, EzzyBills, and Xero systems. The role’s primary contribution centers on reclaiming 10-15 hours weekly of senior team capacity by handling repetitive tasks including invoice processing, purchase order management, statement reconciliation, and Excel-based project tracking where SimPro capabilities are limited. Additionally, the role includes future opportunities for client retention initiatives through potential expansion into invoicing and system auditing. This comprehensive support structure enables managers and operations teams to focus on higher-value strategic activities while ensuring seamless day-to-day business operations and maintaining the 95% accuracy standards required for financial processes.

Responsibilities:

● Daily Independent Management of Payables and Receivables email inbox, including confidently and professionally liaising with suppliers. Utilising the tag function for emails that may lie with other team members to handle, but maintaining overarching responsibility to follow up with necessary people and have them resolved in a timely manner.

● Upload and manage invoices from Outlook and customer portals into Ezzy Bills on a daily basis.

● Perform statement reconciliation for designated accounts during the first 5 days of each month. (Pre-emptively and proactively liaising with suppliers, keeping in touch with slow suppliers to send all their bills again, understand the process thoroughly including how to separate a balance forward from the current months reconciliation).

● Maintain and optimize data integrity across Simpro, Ezzy Bills, and Xero platforms.

● Identify and repair failed documents or processes within Ezzy Bills within 24 hours. (Investigate how we can do it better, what are we seeing repeats of that we can change or make the systems work harder.)

● Work with the EzzyBills support team for continued workflow and system optimisation.

● Reduce active Simpro alerts by 70% through systematic cleanup and maintenance.

● Archive old and irrelevant data in Simpro to maintain system efficiency (Simpro Housekeeping - Archiving old PO's in both SimPRO and Xero, merging duplicate sites in SimPRO, duplicate suppliers in both SimPRO and Xero + catalogue tidy ups in SimPRO).

● Create comprehensive SOPs for all VA-handled tasks and processes.

● Support companywide invoicing (future possibility).

● Submit Draft Bills for approval in Xero. (Complete large bills entries such as BP – Future goal).

● Collaborate with management to identify process improvement opportunities and suggest pathways to achieve this.

● Unassigned Departments – Investigate bills in Xero that have no department assigned, investigate and liaise with the team to repair in both SimPRO and Xero. (Future Goal).

● Timesheet Coding (Future Goal).

Requirements:

● Previous experience with bookkeeping or accounting processes (formal qualification not required).

● Strong problem-solving attitude with ability to work through challenges collaboratively.

● Excellent communication skills and ability to work well with team members.

● Experience with job management software (Simpro preferred) or willingness to learn.

● Proficiency with accounting software (Xero, Ezzy Bills) or similar platforms.

● Strong attention to detail and ability to maintain high accuracy standards.

● Proactive mindset with ability to identify and address issues before they escalate.

● Experience with data management and system optimization.

● Ability to work independently while maintaining regular communication with management.

● Strong organizational skills and ability to manage multiple priorities.