Offer summary

Qualifications:

Strong proficiency in Google Sheets and digital administrative tools., Excellent written and verbal communication skills., Experience with invoice processing and basic accounting principles., Ability to learn new software systems quickly, particularly for Lana implementation..

Key responsibilities:

Manage booking systems and job sheets using digital platforms.

Handle email communications and maintain inbox zero protocols.

Track Quality Assurance requirements and compliance documentation.

Coordinate with suppliers and manage accounts receivable processes.

Job description

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

Responsibilities:

Manage booking systems and job sheets using Google Sheets and other digital platforms
Handle email communications and maintain inbox zero protocols with proper escalation procedures
Track and chase up Quality Assurance (QA) requirements and compliance documentation
Process and draft invoices for accounts receivable, including progress payments
Coordinate with council and supervisors, including follow-up communications
Manage supplier relationships and match purchase orders to invoices
Perform data entry and ensure all job details in ServiceMate are current and complete
Prepare basic quotes for new residential homes using established templates
Champion the onboarding and implementation of Lana software across the business
Maintain compliance communications and financial documentation
Coordinate bookings and scheduling as required

Scopes:

Full administrative support for a growing plumbing business
Primary responsibility for email management and client communications
Complete ownership of compliance tracking and QA processes
Lead role in implementing new business software (Lana)
Support for both residential new construction and maintenance operations
Interface with suppliers, councils, supervisors, and internal team members
Preparation of templated quotes for residential plumbing projects
Management of accounts receivable processes and invoice generation
Data management across multiple platforms including ServiceMate and Google Sheets
Long-term goal to enable business owner to take extended leave (6 months) by 2027

Requirements

Strong proficiency in Google Sheets and digital administrative tools
Excellent written and verbal communication skills
Experience with invoice processing and basic accounting principles
Ability to learn new software systems quickly (particularly Lana implementation)
Strong attention to detail for compliance and data entry tasks
Experience with email management and customer service
Ability to work independently and manage multiple priorities
Understanding of construction/trades industry processes preferred
Proactive approach to chasing up information and following through on tasks