Admin Supervisor

This is a remote position.

Job Title: Admin Supervisor

Work Schedule: Monday to Friday, 9:00 am to 6:00 pm (Queensland Time), with a 1-hour unpaid lunch

Position Overview:
The Admin Supervisor oversees client communication, manages administrative functions, supports project coordination, and drives process improvements. Working closely with the management team, this role ensures seamless operations, high-quality service delivery, and effective client engagement.

Key Responsibilities:

Client Communication:

• Oversee all client communication channels, including phone, email, and social media.
  

• Provide timely, professional responses to inquiries to enhance client satisfaction and trust.
  

• Support client communication by keeping clients updated on project progress.
  

Lead Qualification & Sales Support:

• Qualify incoming leads, assess project needs, and prepare quotes/estimates.
  

• Support the sales process to enhance lead-to-booking conversion rates.
  

• Maintain accurate records of leads, follow-ups, and client interactions.
  

Project Coordination & Compliance:

• Oversee project scheduling and coordination with clients, teams, and suppliers.
  

• Ensure all job documentation, permits, and contracts are complete and compliant.
  

• Conduct site inspections and quality checks, maintaining compliance records.
  

Financial Management & Bookkeeping:

• Process invoices and match supplier costs with jobs for accurate job costing.
  

• Generate and send client invoices, monitor accounts receivable, and follow up on overdue payments.
  

• Prepare profitability reports and maintain accurate financial records.
  

Process Improvement:

• Document and review processes to eliminate inefficiencies and improve service delivery.
  

• Develop SOPs and cross-train team members for consistent operational continuity.
  

• Implement improvements to support the company’s growth objectives.
  

Key Priorities & Success Metrics:

Communication Efficiency:

• Respond to all inquiries within 24 hours and proactively update clients.
  

• Increase conversion rate from leads to bookings.
  

Operational Compliance:

• Ensure job documentation is accessible and compliant.
  

• Minimize project delays and ensure compliance with quality standards.
  

Bookkeeping Accuracy:

• Process invoices accurately and minimize outstanding payments.
  

• Maintain up-to-date financial records and profitability reports.
  

Process Documentation & Team Training:

• Document workflows and train team members on SOPs.
  

• Enhance process efficiency through cross-training and clear documentation.
  

Critical Tasks:

• Oversee client inquiries and manage communication effectively.
  

• Qualify leads, prepare quotes, and support the sales process.
  

• Coordinate project schedules and align team and supplier arrangements.
  

• Maintain compliance with job documentation and quality standards.
  

• Process invoices, manage accounts receivable, and ensure financial accuracy.
  

• Continuously improve and document processes, workflows, and team training.
  

Requirements

Qualifications and Skills:

Required:

• Minimum of 2 years’ experience in administration or customer service.
  

• Strong written and verbal communication skills.
  

• Highly organized, with meticulous attention to detail.
  

• Proficient in Microsoft Office, Xero, and CRM tools like HubSpot.
  

• Ability to learn new software and processes quickly, with a focus on overseeing projects and administrative tasks.
  

Preferred:

• Experience in the construction or trade industry.
  

• Familiarity with compliance requirements and project management principles.
  

• Knowledge of digital marketing and social media management.