Administrative coordinator

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