Job Overview

This role is vital to daily operations, taking total ownership of front-line communication, dynamic scheduling, and administrative processes. By driving these efficiencies, you will directly enable business owners to step back from administrative overload, improve cash flow through timely 24-48-hour invoicing, and facilitate the company's 12-month goal of transitioning the lead owner completely off the tools.

Schedule

• Monday - Friday, 8:00 AM - 5:00 PM Sydney Time, with 1 hour unpaid break (40 work hours per week)

Responsibilities

• Act as the primary point of contact for all incoming calls and web inquiries, responding to new leads within 10 minutes.
• Manage the general email inbox, send client confirmation texts, and process standard warranty claims for retail partners.
• Dynamically monitor and organize the daily job schedule, adjusting for emergencies, delays, or job variations.
• Investigate uncollected on-site payments and actively manage the owner's task list for custom quotes and variations.
• Draft and send standard, flat-rate invoices through accounting software and follow up on all unapproved quotes.
• Call wholesalers to confirm stock availability, trade pricing, and delivery timelines for quoting purposes.
• Chase up Google Reviews from clients after successful job completions to boost online presence.
• Document existing workflows and create step-by-step SOPs and standardized call scripts within the first 30 days.

Requirements

• Proven experience in administrative support, customer service, or operations, ideally within a trades or service-based industry.
• Strong tech-savviness with the ability to quickly learn business operations software; prior experience with ServiceM8, Xero, or CRMs (like GoHighLevel) is highly desirable.
• Exceptional verbal and written communication skills with a focus on providing premium, detail-oriented client service.
• High organizational skills with the ability to dynamically manage schedules, triage emergencies, and prioritize multiple tasks.
• Proactive problem-solving abilities—you don't just manage a schedule, you question it to ensure maximum efficiency.
• Experience in process documentation, creating Standard Operating Procedures (SOPs), and building standardized templates/scripts.

Additional Expectations

• Ability to work independently and proactively ask questions to keep the schedule tight and the field team efficient.
• High attention to detail, ensuring no uncollected payments, unapproved quotes, or client communications slip through the cracks.
• Comfortable managing upward, specifically keeping the business owners accountable for their quoting and invoicing tasks.
• Rapid onboarding capability to extract and document business knowledge from the departing admin within the first 30 days.

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.