Administrative Operations Coordinator (RSC)

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
  

Benefits

Independent Contractor Perks

• Permanent work from home

• Immediate hiring

• Steady freelance job