Administration Coordinator (Electrical Contracting / Trade Services)

8 hours, 56 minutes ago
Full-time
Mid Level
Operations
Outsourced Staff

Outsourced Staff

Outsourced Staff provides high-performing dedicated teams of tech, digital, and customer support specialists in the Philippines, helping businesses reduce costs and increase productivity.

Professional Services
11-50

Description

  • Triage incoming enquiries, check customer records for duplicates, and set up jobs in ServiceM8.
  • Collect the photos and information required before jobs can be quoted.
  • Maintain ServiceM8 forms, job templates, client records, site records, Trello boards and card hygiene.
  • Draft and maintain standard operating procedures, subject to Director review and approval.
  • Create Loom walkthrough videos for key business processes.
  • Maintain licence, ticket, clearance, insurance and compliance registers, including expiry dates.
  • Manage client compliance portals and support Working With Children Checks and police checks.
  • Renew workers compensation insurance and obtain certificates of currency.
  • Support business improvement projects by identifying and resolving slow, duplicated or missing processes, often using AI tools.
  • Potentially expand into quoting, scheduling, purchasing, vehicle and asset administration, and marketing administration after phase one is established.

Requirements

  • 3+ years of experience as a virtual assistant, executive assistant, operations administrator or similar role.
  • Availability to work full time during Australian business hours, 8:00am–4:00pm AEST.
  • Process-driven approach, including documenting procedures when tasks recur.
  • Highly organised, reliable and attentive to dropped or incomplete tasks.
  • Meticulous accuracy with data entry, records and administrative details.
  • Comfortable asking questions and escalating issues rather than guessing.
  • Strong written English for customer and business communications.
  • Hands-on experience with Claude, Claude Code, files, projects and system integrations (highly desirable).
  • Experience with operations support, SOP creation, ServiceM8, Trello, Google Workspace or similar systems (preferred).
  • Background in trade, construction or field services businesses (preferred).

Interested in this position?

Apply directly on the company website

Apply Now

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