Operations & Administration Coordinator (ZR_19867_JOB)

This is a remote position.

Job Highlights:

Position Overview

We are seeking an organized and proactive Operations & Administration Coordinator to streamline backend operations, optimize job scheduling, enhance financial processes, and improve onboarding and training. This role ensures smooth day-to-day operations, improves cash flow, and supports business growth.

Key Responsibilities

Operations & Compliance

• Implement and manage a job management system (JMS) for efficient scheduling and documentation.
  
• Ensure job notes, variations, costs, and timesheets are accurate and correctly invoiced.
  
• Maintain supplier price lists, contacts, and track inventory.
  
• Assist in onboarding and training new employees, ensuring compliance documentation is in place.
  
• Support WHS audits, site inductions, and safety compliance.
  

Finance & Bookkeeping

• Ensure supplier invoices are matched to jobs and invoices are sent within 48 hours of completion.
  
• Track job profitability through back-costing processes.
  
• Assist with payroll processing and ensure timely payments.
  
• Establish a system for supplier price-checking and cost comparisons.
  

Client & Team Communications

• Respond to client inquiries within one hour during business hours.
  
• Coordinate with field technicians to ensure accurate job details and schedules.
  
• Maintain supplier and subcontractor relationships for job efficiency.
  

Technology & Systems Implementation

• Assist in migrating from Ascora to Aroflo and optimizing its use.
  
• Implement and maintain a structured CRM for client and project tracking.
  
• Identify and implement automation tools to streamline administrative tasks.
  

Success Metrics

• Efficient JMS implementation, ensuring job documentation and invoicing are organized.
  
• Optimized scheduling to minimize delays and improve technician efficiency.
  
• Invoices sent within 48 hours; supplier payments and payroll processed accurately.
  
• Client inquiries responded to within an hour; internal communications streamlined.
  
• Successful transition from Ascora to Aroflo with minimal disruption.
  

Requirements

Skills & Qualifications

Essential:

• Strong organizational and time management skills.
  
• Experience with job management systems (Ascora, Aroflo, or similar).
  
• Proficiency in Xero for bookkeeping and payroll.
  
• Ability to implement and manage operational workflows.
  
• Strong written and verbal communication skills.
  
• Problem-solving mindset with attention to detail in financial processes.
  

Desirable:

• Experience in the trade, construction, or electrical industry.
  
• Knowledge of WHS compliance and job auditing.
  
• Familiarity with process automation and CRM implementation.
  

Benefits

• Permanent work from home
  
• Immediate hiring
  
• Steady freelance job