Offer summary

Qualifications:

Excellent communication skills for professional client interactions., Strong attention to detail and organizational skills., Proficiency in business management software, with Simpro experience preferred., Experience in administrative coordination or a similar role..

Key responsibilities:

Manage and coordinate all client communications, ensuring prompt responses.

Process and review job cards and draft invoices according to client requirements.

Coordinate scheduling and resource allocation for field technicians.

Create and maintain standard operating procedures for administrative processes.

Job description

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

Administrative Operations Coordinator

Candidate-facing description: Join a growing security and communications company as their Administrative Operations Coordinator, where you’ll play a pivotal role in streamlining operations and enhancing client experience. In this position, you’ll manage end-to-end job lifecycle processes, from initial client communication to final invoicing, while working with a dynamic team of field technicians. This role offers an exciting opportunity to implement and optimize systems, create efficient workflows, and directly impact business growth through improved operational efficiency. You’ll be empowered to take ownership of administrative processes and contribute to the company’s continued success through exceptional client service and internal support.

Responsibilities:

Manage and coordinate all client communications, ensuring prompt responses within 1 hour during business hours
Process and review completed job cards, ensuring all labor, materials, and documentation are properly recorded in Simpro
Draft and prepare invoices for approval, following specific client requirements and company procedures
Coordinate scheduling and resource allocation for field technicians
Monitor and maintain accurate documentation of all client interactions and project updates in Simpro
Handle quote processing and follow-up within same-day timeframes
Manage internal team communications and coordinate daily team briefings
Process and track purchase orders for specific clients requiring them
Ensure proper documentation of travel calculations and labor rates
Create and maintain standard operating procedures (SOPs) for administrative processes
Monitor and follow up on job status updates proactively
Coordinate with team members to ensure all required information is collected and properly documented

Requirements

Excellent communication skills with ability to maintain professional client interactions
Strong attention to detail and ability to maintain accurate documentation
Proficiency in learning and using business management software (Simpro experience a plus)
Ability to work independently and take initiative in process improvement
Strong organizational skills and ability to manage multiple priorities
Experience in administrative coordination or similar role
Excellent time management skills with ability to meet quick response times
Problem-solving skills and ability to identify and resolve operational bottlenecks
Ability to create and maintain systematic processes and procedures

Scopes:

Full ownership of administrative workflow from job completion to invoice sending
Management of all client and internal team communications during business hours
Complete access to Simpro system for job card processing and documentation
Authority to draft invoices and prepare them for final approval
Responsibility for maintaining and updating standard operating procedures
Oversight of scheduling and resource coordination processes
Management of quote processing and follow-up procedures
Coordination of daily team briefings and internal communications