Simpro & Operations Support Specialist (RPT)

This is a remote position.

Work Schedule: Monday to Friday 8:00am to 5:00pm Sydney Time with 1 hour unpaid break.

Job Type: Full-time

ROLE OVERVIEW

The company is seeking a detail-oriented and proactive Simpro & Operations Support Specialist to support ongoing operational transformation. In this role, you will streamline administrative processes, enhance financial and project management workflows, and strengthen core systems. You’ll work closely with operational leaders to free up senior resources, ensure data accuracy, and drive improvements that support both growth and client satisfaction. This is an opportunity to contribute to a long-standing business while shaping its operational future.

ROLE SCOPE

This role is essential for improving operational efficiency across Simpro, EasyBills, and Xero. The specialist will take ownership of key administrative, financial, and project support tasks, strengthen data consistency, enhance recurring revenue workflows, and improve system integrity. This position directly contributes to strategic growth and long-term organizational stability.

KEY RESPONSIBILITIES

• Perform daily financial administration, including uploading supplier invoices to EasyBills, sending them for approval, and repairing failed documents.
• Conduct weekly bank and credit card reconciliations and manage daily expense categorization in Xero.
• Manage Simpro-related tasks including processing Purchase Orders, allocating expenses, updating project cost centers, and archiving old job data monthly.
• Review and resolve active Simpro alerts weekly to maintain system integrity.
• Track and manage project cost centers using Excel, cross-referencing Simpro and Xero, and generate monthly project snapshot reports for multi-month projects.
• Identify and create new recurring service jobs (e.g., septic tanks, TMV, backflow prevention) in Simpro on a weekly basis using historical data.
• Schedule and dispatch monthly reminders for recurring services and follow up on quotes and proposals within 48 hours.
• Provide administrative support for civil projects, including hydrant data management, quote and tender preparation, assisting with timesheet coding, and compiling as-built documentation.
• Develop and maintain Standard Operating Procedures (SOPs) in a shared knowledge base for consistency and knowledge transfer.
• Research and recommend optimizations or alternative solutions for billing or project tracking processes.

REQUIREMENTS

• Proven hands-on experience with Simpro, EasyBills, and Xero.
• Strong proficiency in Excel for tracking, analysis, and reporting.
• Exceptional attention to detail and high accuracy in all tasks.
• Ability to identify process inefficiencies and propose workable solutions.
• Proactive self-starter with strong organizational and time management skills.
• Familiarity with plumbing, civil, or service/maintenance operations is highly advantageous.
• Ability to work independently and collaboratively within a distributed team.
• Strong communication skills for documentation and stakeholder collaboration.
• Tech-savvy and comfortable exploring new tools and integrations.
• Experience in creating and maintaining SOPs.

ADDITIONAL EXPECTATIONS

• Proactive mindset toward continuous improvement.
• Commitment to maintaining comprehensive SOPs for all assigned tasks.
• Ability to collaborate effectively with remote managers and operations support teams.
• Openness to challenging existing processes and proposing innovative improvements.
• Strong focus on maintaining data accuracy and