Job Overview

Our client is looking for an Operations & Project Coordinator to take ownership of vital administrative and project oversight functions, directly freeing up the owner's time for high-level strategic initiatives. This role is absolutely critical to the company's strategic growth and operational transformation. 

Schedule

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

Responsibilities

• Systematically manage the end-to-end lifecycle of small maintenance jobs within Simpro, including job creation, scheduling, and invoicing.
• Proactively manage the main business inbox, triaging communications, flagging urgent emails, and drafting professional responses.
• Ensure timely and accurate client invoicing, payment reconciliation, and diligent follow-up on accounts receivable.
• Monitor Simpro daily for technician job notes and progress updates, proactively following up on missing or incomplete information.
• Assist in gathering and organizing project-specific data to improve profitability tracking against quoted pre-builds (e.g., undergrounds, lighting).
• Prepare and organize all project handover documents for review and submission, ensuring timely completion and eliminating bottlenecks.
• Identify and implement opportunities to leverage Simpro's full capabilities for improved job setup, tracking, reporting, and overall operational flow.
• Research, explore, and recommend appropriate AI tools (e.g., Claude, ChatGPT) to automate repetitive tasks and enhance information synthesis.
• Document existing administrative workflows (e.g., small job creation to invoicing) and create comprehensive Standard Operating Procedures (SOPs) for all recurring tasks.
• Develop and maintain a searchable knowledge base with checklists and best practices for administrative functions.
• Collaborate with the Simpro coach and offshore estimator to ensure seamless system integration and data flow.
• Provide administrative support and assistance to the new full-time admin as needed.

Requirements

• Proven, extensive experience with Simpro software for job management, quoting, scheduling, and invoicing.
• Demonstrated ability to leverage AI tools (e.g., Claude, ChatGPT) for process streamlining, research, and efficiency gains.
• Exceptional organizational skills, meticulous attention to detail, and a proactive problem-solving mindset.
• Strong written and verbal communication skills for internal and external interactions.
• Ability to work independently, manage multiple priorities, and ensure timely completion of tasks.

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.