Administrative Operations Coordinator (NP)

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

Responsibilities:

• Manage booking systems and job sheets using Google Sheets and other digital platforms
  
• Handle email communications and maintain inbox zero protocols with proper escalation procedures
  
• Track and chase up Quality Assurance (QA) requirements and compliance documentation
  
• Process and draft invoices for accounts receivable, including progress payments
  
• Coordinate with council and supervisors, including follow-up communications
  
• Manage supplier relationships and match purchase orders to invoices
  
• Perform data entry and ensure all job details in ServiceMate are current and complete
  
• Prepare basic quotes for new residential homes using established templates
  
• Champion the onboarding and implementation of Lana software across the business
  
• Maintain compliance communications and financial documentation
  
• Coordinate bookings and scheduling as required
  

Scopes:

• Full administrative support for a growing plumbing business
  
• Primary responsibility for email management and client communications
  
• Complete ownership of compliance tracking and QA processes
  
• Lead role in implementing new business software (Lana)
  
• Support for both residential new construction and maintenance operations
  
• Interface with suppliers, councils, supervisors, and internal team members
  
• Preparation of templated quotes for residential plumbing projects
  
• Management of accounts receivable processes and invoice generation
  
• Data management across multiple platforms including ServiceMate and Google Sheets
  
• Long-term goal to enable business owner to take extended leave (6 months) by 2027
  

Requirements

• Strong proficiency in Google Sheets and digital administrative tools
  
• Excellent written and verbal communication skills
  
• Experience with invoice processing and basic accounting principles
  
• Ability to learn new software systems quickly (particularly Lana implementation)
  
• Strong attention to detail for compliance and data entry tasks
  
• Experience with email management and customer service
  
• Ability to work independently and manage multiple priorities
  
• Understanding of construction/trades industry processes preferred
  
• Proactive approach to chasing up information and following through on tasks
  

Benefits

• Permanent work from home
  
• Immediate hiring
  
• Steady freelance job