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Admin Assistant (electrical and HVAC service) (ZR_18788_JOB)
BruntWorkUKRemotefull_timeVerifiedPosted 31 Dec 2024
About the role
This is a remote position.
Job Highlights:- Contract type: Independent Contractor
- Work Schedule: Monday to Friday 9:00am to 6:00pm Brisbane Time with 1 hour unpaid lunch.
We are a growing electrical and HVAC service business expanding from 5 to 8 technicians. Our work spans residential service, real estate maintenance, and high-end home construction. We’re implementing systems to support our growth while maintaining exceptional service quality.
Position Overview
The Administrative Assistant will manage daily operations, customer communications, and administrative processes. This role requires strong organizational skills, attention to detail, and the ability to prioritize effectively.
Key Responsibilities
Customer Communication & Service Coordination
- Manage customer inquiries and service requests via email.
- Follow up on prospects for quote information.
- Coordinate property access and scheduling with agents and tenants.
- Maintain communication records in Simpro.
- Conduct post-job satisfaction calls and collect feedback.
Quote & Invoice Management
- Create and follow up on quotes within 48 hours.
- Convert approved quotes to jobs in Simpro.
- Process invoices based on job documentation.
- Verify labor hours and materials.
Job Documentation & Quality Control
- Perform daily job audits for documentation accuracy.
- Ensure proper photo documentation and time tracking.
- Follow up with technicians for missing information.
- Maintain records for warranty and compliance.
Schedule Management
- Coordinate job scheduling with customers and tenants.
- Manage schedule updates and notifications.
- Ensure accurate resource allocation across projects.
Materials & Inventory
- Process material orders and create purchase orders.
- Coordinate supplier deliveries.
- Track material costs and update pricing.
Process Development
- Assist in creating and documenting standard operating procedures.
- Support system optimization and maintain training materials.
Success Metrics
- Zero backlog of unanswered emails/inquiries within 24 hours.
- All quote information gathered within 48 hours of inquiry.
- 100% job documentation completion within 24 hours.
- No missed appointments or scheduling conflicts.
- Weekly customer feedback collected for completed jobs.
Requirements
Required Qualifications
- Proven experience in administrative support or customer service.
- Proficiency with job management software (Simpro preferred).
- Strong organizational and time management skills.
- Excellent written and verbal communication.
- Detail-oriented with strong follow-up abilities.
- Basic understanding of accounting principles.
Preferred Qualifications
- Experience in electrical, HVAC, or construction industries.
- Familiarity with Asana project management software.
- Background in customer feedback systems.
- Knowledge of Australian trade business operations
Benefits
Independent Contractor Perks:- Permanent Work from home
- Immediate Hiring
- Steady Freelance Job
Please note that since this is a permanent work-from-home position and an “Independent Contractor” arrangement, the candidates must have their own computer and internet connection. They will handle their own benefits and taxes. The professional fees are on hourly rates and the rate depends on your performance in the application process.
ZR_18788_JOB
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