Administrative Operations Coordinator (WPPL)

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-timeResponsibilities:Manage all client communications via phone, email, SMS, and social media with 24-hour response time commitmentHandle appointment scheduling and booking processes, ensuring accurate timeframes and proactive communication about any delaysGenerate and send invoices within 24 hours of job completionMatch supplier invoices to correct jobs with proper purchase ordersMaintain real-time job profitability tracking and reporting using Tradify systemCoordinate supplier management to ensure materials arrive on time for scheduled jobsOrganize and maintain job documentation, notes, and compliance records per projectFollow up with clients proactively to maintain relationships and ensure satisfactionChase unpaid invoices and manage accounts receivableCreate and maintain building checklists and quality control processesManage inventory and supplier pricing updatesAnswer business phone calls during operating hours following established scripts and proceduresCollaborate with field technicians on quote preparation via phone consultationsImplement and document standard operating procedures for all administrative tasksScopes:Full ownership of client communication management across all channelsComplete responsibility for financial operations including invoicing, job costing, and profitability reportingEnd-to-end management of job documentation and compliance record keepingSupplier relationship management and coordination for material deliveriesImplementation of quality control systems and building checklistsPhone system management during business hours with backup protocolsQuote preparation workflow coordination with field techniciansMonthly financial reporting completion by first of monthCreation and maintenance of standard operating procedures for role expansionSupport for business owner’s work-life balance by handling daily administrative stressRequirementsExperience with Tradify job management system (highly preferred) or similar trade management softwareFamiliarity with Ground Plan system or ability to learn quicklyStrong communication skills for client interaction and relationship managementExperience with invoice processing and basic bookkeepingProficiency in project coordination and schedulingAbility to work independently and manage multiple prioritiesStrong attention to detail for job costing and profitability trackingExperience with supplier coordination and inventory managementComfortable using technology platforms including Trello, Komodo, and various communication toolsUnderstanding of plumbing/trade industry processes preferredAbility to work Australian business hours and handle phone communications professionallyBenefitsIndependent Contractor PerksPermanent work from homeImmediate hiringSteady freelance jobOriginally posted on Himalayas

Apply Now