Administrative Assistant (ServiceM8, QuickBooks)

Job Overview

Our client is looking for an Administrative Assistant to optimize business operations and support strategic growth. In this key role, you will manage client communications, financial administration, and job scheduling to resolve administrative bottlenecks and ensure smooth daily workflows. As a central figure in our client’s expansion plans, you will play a crucial part in improving cash flow, enhancing client satisfaction, and building a scalable foundation for the future

Schedule: Monday - Friday, 8:00 AM - 5:00 PM Sydney Time (40 hours per week)

Responsibilities:

1. Client Communication & Scheduling

• Triage incoming emails, phone calls, and text messages related to job scheduling and client inquiries daily.
• Draft and send responses to client inquiries and requests via email, call, or text as needed.
• Confirm scheduled jobs with clients and update ServiceM8 daily.
• Communicate job schedules and accessible job details to apprentices daily.

2. Quoting & Job Management

• Prepare new work quotes in ServiceM8 based on provided job details as needed.
• Implement a consistent follow-up cadence for outstanding quotes to chase leads weekly.
• Generate and manage purchase orders with suppliers as needed.
• Track material orders and deliveries to ensure efficiency as needed.
• Maintain and update job details and schedules in ServiceM8 daily.

3. Financial Administration

• Process all sales invoices within QuickBooks daily.
• Accurately update debtor payments within QuickBooks daily.
• Prepare and send follow-up communications for outstanding debts weekly.
• Compile data for back-costing analysis using QuickBooks/Excel sheets monthly.

4. Operations, Documentation & Knowledge Base

• Organize and manage digital documents (e.g., permits, warranties, agreements) in Google Workspace as needed.
• Generate weekly operational reports on job status and completion rates.
• Document current administrative workflows for scheduling, quoting, and communication as needed.
• Create Standard Operating Procedures (SOPs) for VA responsibilities using ServiceM8, QuickBooks, and Google Workspace as needed.
• Build and maintain a central knowledge base for the business, including client FAQs and supplier details as needed.

Requirements:

• Proven experience as an administrative assistant or virtual assistant, preferably within a trades or service-based industry.
• Proficiency with job management software, specifically ServiceM8.
• Strong working knowledge of accounting software, particularly QuickBooks ; experience with Xero is a bonus.
• Experience with Google Workspace (Gmail, Drive, Docs, Sheets) for document management and collaboration.
• Tech-savvy with an interest in leveraging technology (including AI) to improve efficiency.

Additional Expectations:

• Commitment to continuous improvement and documenting processes.
• Ability to anticipate needs and take initiative.
• Comfortable with a high level of autonomy once processes are established.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note

Please click the “Apply” button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we’ll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.