Administration & Operations Assistant – Electrical Contracting

Wireplex Electrical Contractors
Permanent part-time | Remote
Monday, Wednesday and Friday, 10am–1pm
9 hours per week | $38 per hour plus superannuation

About us

We are a growing Melbourne electrical contracting business completing residential, commercial, maintenance, renovation, solar and project work.

We are looking for an experienced, reliable and highly organised Administration & Operations Assistant to help manage the day-to-day administration behind the business.

This is a long-term position commencing at nine hours per week. We would love to find someone who can take ownership of the role, bring fresh ideas, share their experience and help us introduce better systems as the business grows.

Working arrangements

• Permanent part-time employment
• Nine-hour working week
• Monday, Wednesday and Friday
• 10am–1pm
• Remote/work-from-home position
• $38 per hour plus superannuation
• Additional hours may be offered by agreement

These are set, dedicated working hours, so reliable availability during each shift is important.

Key responsibilities

The role will progressively include:

• Monitoring and responding to customer enquiries
• Returning calls and providing customer updates
• Scheduling jobs in ServiceM8
• Confirming appointments and maintaining accurate job information
• Preparing draft quotes using established templates and pricing systems
• Preparing, issuing and following up quotes and invoices
• Downloading and uploading invoices and supporting documentation through MyBuildings
• Preparing weekly payroll and checking employee timesheets
• Assisting with Xero administration and record keeping
• Preparing certificate and compliance documentation for final review
• Organising job documents, photographs and certificates
• Assisting with routine material orders
• Maintaining pricing spreadsheets and supplier information
• Managing an organised task and follow-up queue
• Assisting with light marketing, customer review requests and organising project content
• Helping document and improve administrative systems and procedures
• Providing general administrative and operational support as required

Responsibilities will be introduced progressively as the successful applicant becomes familiar with the business and its systems.

About you

You will be someone who:

• Has strong administration or business-operations experience
• Is dependable, organised and highly attentive to detail
• Communicates clearly and professionally with customers, suppliers and the business owner
• Can understand customer needs and accurately relay important information
• Takes ownership of day-to-day tasks and follows them through
• Is confident working independently
• Knows when to proceed and when to ask for clarification
• Is comfortable working across multiple systems
• Can turn rough job notes into clear, professional documents
• Enjoys identifying inefficiencies and suggesting practical improvements
• Can manage priorities and make productive use of quieter periods
• Maintains confidentiality when handling customer, employee and financial information
• Is interested in developing a long-term position with a growing small business

We value experience and initiative. We are open to learning from the right person and would welcome someone who can bring proven processes, ideas and systems from previous roles.

Experience

Previous experience in administration, scheduling, invoicing, customer service or business operations is required.

Experience with the following would be highly regarded but is not essential if you are confident learning new software and bringing strong administration experience to the role:

• Electrical, plumbing, construction or another trade-services business
• ServiceM8
• Xero
• Payroll preparation
• Quoting and invoicing
• Microsoft Excel or Google Sheets
• MyBuildings or property-maintenance work-order systems
• Basic marketing or social-media administration

How the role works

The successful applicant will:

• Clock in and out electronically
• Work from an agreed task and priority list
• Keep ServiceM8 and associated records updated
• Promptly raise urgent matters or anything requiring clarification
• Participate in regular check-ins with the business owner

What we offer

• $38 per hour plus superannuation
• Permanent part-time stability
• Consistent school-friendly hours
• Remote work
• Training in the systems and procedures used within the business…