WFH Business Systems Administrator

About the role

This is a critical role responsible for transforming the company's operational backbone. The successful candidate will be instrumental in implementing and leveraging a new business management system (ServiceMate), streamlining communication, professionalizing all administrative processes, and directly impacting the company's cash flow and overall financial health. This role will significantly reduce the administrative burden on the owner, enabling him to focus on business growth and reclaim personal time.

Key responsibilities

• Systematically manage and process all client invoicing, ensuring accuracy and timeliness (daily)
• Track and proactively follow up on outstanding invoices to significantly reduce accounts receivable days (weekly)
• Reconcile payments received against invoices in the business management system (daily)
• Efficiently process supplier bills and schedule payments (weekly)
• Generate outstanding invoice reports for owner's review (weekly)
• Triage and manage the main business email inbox, responding to routine inquiries and flagging urgent items (daily)
• Develop, maintain, and communicate a clear, accessible job scheduling system for all employees and subbies (daily)
• Consolidate job reporting and documentation received from field teams into a centralized system (daily)
• Lead the full setup and configuration of ServiceMate as the primary business management system
• Migrate existing client, job, and operational data into ServiceMate

About you

• Proven experience in administrative or operational support roles, ideally within a trade or construction environment
• Strong organizational skills with meticulous attention to detail, especially in financial administration and data management
• Proactive problem-solver with the ability to take initiative and manage tasks independently
• Tech-savvy and eager to learn and master new business management software (experience with ServiceMate or similar CRM/job management platforms highly advantageous)
• Excellent written and verbal communication skills for client, supplier, and internal team interactions
• Ability to manage multiple priorities and deadlines effectively in a fast-paced environment
• A strong desire to contribute to a company's growth and operational efficiency
• Experience in creating and documenting Standard Operating Procedures (SOPs)
• A proactive mindset, consistently looking for ways to improve efficiency and streamline processes
• Willingness to take ownership of tasks and drive them to completion with minimal supervision