Job Overview:

Our client is looking for a Plumbing Operations and Finance Administrator to serve as a critical team member instrumental in transforming the operational and financial health of their plumbing business. This role directly impacts cash flow by optimizing invoice collection, significantly reduces owner workload by streamlining administrative tasks, establishes scalable systems for quoting and scheduling, and ensures the business operates with greater efficiency and less stress. This position lays the groundwork for future growth and stability by documenting key processes and knowledge.

Schedule:

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

Responsibilities:

• Process completed jobs in ServiceMate into draft invoices daily.

• Send draft invoices to Brad for final review and approval daily.

• Issue approved client invoices via email or ServiceMate weekly.

• Monitor payment due dates and identify overdue accounts daily.

• Send out automated payment reminders for outstanding invoices weekly.

• Follow up on overdue invoices via phone and email as needed.

• Reconcile incoming payments against invoices in Xero weekly.

• Assist with payroll data entry and prepare reports for Svetlana's review fortnightly.

• Develop and implement standardized templates in ServiceMate for quotes, invoices, and SWMS documents as needed.

• Organize and upload existing operational documents and photos into ServiceMate as needed.

• Set up and maintain a shared Google Calendar for all team job scheduling and client bookings daily.

• Verify field staff time logs, job notes, and photo uploads are accurately recorded in ServiceMate daily.

• Triage all incoming phone calls, addressing general inquiries and directing urgent matters to Brad daily.

• Filter and prioritize the main business email inbox for purchase orders, tenders, and client communications daily.

• Prepare initial quote drafts for tenders using ServiceMate and AI tools (e.g., ChatGPT) based on field notes daily.

• Prepare initial quote drafts for other jobs using ServiceMate and AI tools (e.g., ChatGPT) based on field notes daily.

• Coordinate with Brad for final review and submission of all quotes daily.

• Document Brad's current quoting and invoicing processes into step-by-step Standard Operating Procedures (SOPs) weekly.

• Document Svetlana's current payroll and accounts preparation workflows into SOPs monthly.

• Maintain and regularly update the centralized knowledge base with all new procedures, pricing, and operational details as needed.

Requirements:

• Proven experience in administrative support, ideally within a trades or service-based business.

• Strong proficiency with accounting software (e.g., Xero) and job management systems (e.g., ServiceMate).

• Excellent organizational skills with meticulous attention to detail, especially in financial processing and documentation.

• Proactive approach to problem-solving and system implementation, with a guide-like mentality for less tech-savvy individuals.

• Ability to manage multiple tasks, prioritize effectively, and work independently with minimal supervision.

• Strong written and verbal communication skills for client interaction and internal coordination.

• Familiarity with digital collaboration tools like Google Calendar, and an openness to utilizing AI (e.g., ChatGPT) for drafting.

• Basic understanding of quoting/invoicing processes, with the ability to quickly learn and apply plumbing terminology.

• Experience in creating and documenting Standard Operating Procedures (SOPs).

Additional Expectations:

• Act as a tech-savvy guide and implementer for owners who are less familiar with digital tools and processes.

• Proactively identify areas for operational improvement and propose effective solutions.

• Commitment to documenting all processes and building a robust, centralized knowledge base.

• A desire to contribute to a positive and less stressful work environment for the business owners.

• Ability to handle sensitive financial information with the utmost discretion and integrity.

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.