Admin Assistant (Plumbing)

This is a remote position.

Admin Assistant

Key Responsibilities

Job Management and Coordination

• Process work orders and create new jobs in ServiceMate
  
• Schedule and assign jobs to technicians based on urgency and availability
  
• Monitor job progress and update statuses
  
• Manage recurring jobs and auto-supply of materials
  

Financial Administration

• Process purchase orders, invoices, and credit notes
  
• Reconcile financial statements and prepare payroll documentation
  
• Retrieve/upload invoices from supplier portals
  
• Follow up on overdue payments and manage accounts receivable
  

Document Management

• Create and maintain job folders in Dropbox
  
• Organize job-related documents
  
• Maintain compliance records for ISO certification
  
• Process back flow testing reports and lodge with authorities
  

Government Contract Administration

• Manage job allocation and billing through FM Web
  
• Ensure data transfer between ServiceMate and FM Web
  
• Process billing via government payment portals
  
• Maintain compliance with government contract requirements
  

Customer Communication

• Handle phone and email inquiries
  
• Provide job status updates to clients
  
• Escalate complex issues to the team
  

Compliance and Documentation

• Maintain SDS (Safety Data Sheet) registers
  
• Support ISO certification by updating relevant records
  
• Assist with compliance audit documentation
  

Reporting and Analytics

• Generate reports on job performance, financial metrics, and operational efficiency
  
• Prepare custom reports for management
  
• Assist in creating capability statements and business development materials
  

Requirements

Requirements

• Proficiency in job management software (e.g., ServiceMate) or quick learner
  
• Strong written and verbal communication skills
  
• Highly organized with attention to detail
  
• Experience in administrative roles, ideally in service or construction industries
  
• Proficiency in Microsoft Office (especially Excel)
  
• Basic understanding of financial processes (invoicing, purchase orders)
  
• Familiarity with compliance and safety documentation
  
• Ability to work flexible hours aligned with Australian time zones
  

Preferred Qualifications

• Experience with government contracts or public sector processes
  
• Knowledge of ISO certification and compliance
  
• Familiarity with OH&S regulations in construction or plumbing
  
• Experience with digital marketing tools and creating professional documents
  
• Knowledge of plumbing or construction industry terminology
  
• Previous experience as a virtual assistant or in a remote role
  
• Understanding of Australian business practices and work culture
  

Key Attributes

• Proactive problem-solver with attention to detail
  
• Strong time management skills and task prioritization
  
• High ethical standards and confidentiality
  
• Adaptable and quick learner, proficient with multiple software platforms