Job Overview

Our client is looking for a highly organized and proactive individual ready to make a significant impact in a rapidly growing electrical services company. This is a unique opportunity to step into a pivotal role, taking ownership of critical administrative, financial, and client communication processes. You'll directly free up the owner's time, enabling them to focus on business growth, especially in the exciting solar and battery sectors. If you thrive on bringing order to chaos, optimizing workflows, and being the backbone of a dynamic team, your contributions will be instrumental in scaling operations and ensuring continued success.

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

Responsibilities

• Draft client invoices in ServiceMate for approval daily/as needed.
• Process and apply customer payments in Xero and ServiceMate weekly.
• Follow up on overdue invoices via phone and email weekly.
• Reconcile bank statements in Xero monthly.
• Organize and file digital documents (e.g., permits, warranties, client contracts) in a designated system daily.
• Prepare supplier bills for payment in Xero weekly.
• Answer incoming phone calls and triage inquiries daily.
• Manage and respond to general email inquiries (e.g., service requests, booking confirmations) daily.
• Qualify new leads from ads and flyer drops via phone and email daily.
• Schedule site visits and consultations for the owner in ServiceMate daily.
• Update client communication logs in ServiceMate as needed.
• Gather supplier pricing for materials and equipment for quotes as needed.
• Research and compile product specifications for solar and battery systems as needed.
• Create and update quoting templates within ServiceMate for air conditioning and other recurring jobs weekly.
• Enter new job details and client information accurately into ServiceMate daily.
• Assist with the preparation of draft quotes in ServiceMate for the owner's review daily.
• Document existing administrative workflows (e.g., invoicing, lead process) into SOPs weekly.
• Create detailed guides for using ServiceMate features for specific tasks as needed.
• Develop guidelines for field staff on essential job note details for administrative processing monthly.
• Maintain a searchable knowledge base of common client questions and responses monthly.

Requirements

• Proven experience in administrative support, preferably in a trade or service-based business.
• Proficiency with ServiceMate and Xero software or a strong aptitude to quickly master new systems.
• Ability to manage multiple tasks, prioritize effectively, and work autonomously.
• Proactive problem-solver with a keen eye for process improvement and efficiency.
• Tech-savvy and comfortable learning new software and tools quickly.

Additional Expectations

• Proactive identification of process improvements and automation opportunities within ServiceMate and other systems.
• Commitment to documenting workflows and creating comprehensive Standard Operating Procedures (SOPs).
• A strong sense of ownership and accountability for all assigned tasks and business outcomes.
• Ability to adapt to a fast-paced, evolving business environment with a positive, can-do attitude.
• A self-starter who can work independently and manage their workload effectively with minimal supervision.

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.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.