Operations and Administrative Coordinator

Previous

Operations and Administrative Coordinator

Operations and Administrative Coordinator

Full-time

AEST (Australian Eastern Standard Time)

We are looking for an Operations and Administrative Coordinator who will support the day‑to‑day workflow of a growing service business by managing communication, scheduling, compliance tasks, and platform operations. This role ensures that work orders, client communication, and internal processes run smoothly, allowing the business owner to stay focused on high‑level tasks and service delivery.

Key Responsibilities Email & Communication Management

• Monitor incoming emails throughout the day to ensure nothing is missed.
• Draft and send replies to clients, tenants, suppliers, and partners.
• Follow up on outstanding messages and keep communication threads organized.
• Provide clear, friendly communication that reflects the company’s brand and service standards.

Work Order & Quote Administration

• Upload work orders, quotes, and job details from external platforms and emails into ServiceM8.
• Maintain accurate job records, attachments, notes, and updates.
• Create new jobs from enquiries, referrals, or new project requests.

Scheduling & Client Coordination

• Schedule work orders and quotes into the calendar based on urgency, location, and employee availability.
• Communicate with tenants and clients to confirm access, job details, and appointment times.
• Build daily run sheets for employees to ensure smooth, efficient job flow.

Compliance & Documentation

• Prepare and submit Form 4s to QBCC in a timely and accurate manner.
• Track compliance deadlines and ensure nothing is overlooked.

ServiceM8 System Support

• Assist in setting up, improving, and maintaining ServiceM8 workflows.
• Help optimize automations, templates, job categories, and internal processes.
• Identify inefficiencies and recommend improvements to streamline operations.

Social Media Support

• Help manage and update the business’s social media page.
• Draft simple posts, share updates, and maintain a consistent online presence.
• Coordinate content ideas with the business owner.

Ideal Candidate

• Strong attention to detail and excellent organizational skills.
• Comfortable managing multiple tasks and priorities remotely.
• Confident communicator with a friendly, professional tone.
• Experience with ServiceM8 (or willingness to learn quickly).
• Reliable, proactive, and able to work independently.
• Familiar with basic social media posting and content coordination.

Skills Required priness-VAT2026-09-04T16:11:41+10:00

Share This Story, Choose Your Platform!

FacebookXRedditLinkedInTumblrPinterestVkEmail