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-time

Responsibilities:

• Manage all client communications via phone, email, SMS, and social media with 24-hour response time commitment
• Handle appointment scheduling and booking processes, ensuring accurate timeframes and proactive communication about any delays
• Generate and send invoices within 24 hours of job completion
• Match supplier invoices to correct jobs with proper purchase orders
• Maintain real-time job profitability tracking and reporting using Tradify system
• Coordinate supplier management to ensure materials arrive on time for scheduled jobs
• Organize and maintain job documentation, notes, and compliance records per project
• Follow up with clients proactively to maintain relationships and ensure satisfaction
• Chase unpaid invoices and manage accounts receivable
• Create and maintain building checklists and quality control processes
• Manage inventory and supplier pricing updates
• Answer business phone calls during operating hours following established scripts and procedures
• Collaborate with field technicians on quote preparation via phone consultations
• Implement and document standard operating procedures for all administrative tasks

Scopes:

• Full ownership of client communication management across all channels
• Complete responsibility for financial operations including invoicing, job costing, and profitability reporting
• End-to-end management of job documentation and compliance record keeping
• Supplier relationship management and coordination for material deliveries
• Implementation of quality control systems and building checklists
• Phone system management during business hours with backup protocols
• Quote preparation workflow coordination with field technicians
• Monthly financial reporting completion by first of month
• Creation and maintenance of standard operating procedures for role expansion
• Support for business owner’s work-life balance by handling daily administrative stress

Requirements

• Experience with Tradify job management system (highly preferred) or similar trade management software
• Familiarity with Ground Plan system or ability to learn quickly
• Strong communication skills for client interaction and relationship management
• Experience with invoice processing and basic bookkeeping
• Proficiency in project coordination and scheduling
• Ability to work independently and manage multiple priorities
• Strong attention to detail for job costing and profitability tracking
• Experience with supplier coordination and inventory management
• Comfortable using technology platforms including Trello, Komodo, and various communication tools
• Understanding of plumbing/trade industry processes preferred
• Ability to work Australian business hours and handle phone communications professionally

Benefits

Independent Contractor Perks

• Permanent work from home

• Immediate hiring

• Steady freelance job

Originally posted on Himalayas