Offer summary

Qualifications:

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)., Experience with ClickUp, Simpro, QuickBooks, and GroundPlan or ability to learn quickly., Strong organizational and multitasking skills., Good communication skills and attention to detail..

Key responsibilities:

Manage emails and documentation, ensuring proper organization.

Track project progress and update relevant tools like ClickUp and Simpro.

Assist with financial administration tasks such as invoicing and payroll.

Support estimating activities, including preparing quotes and ordering materials.

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:

Email & Documentation Management

Maintain organized and tidy inboxes by correctly tagging and prioritizing emails.
Ensure all documents are saved in their designated locations with proper naming conventions.
Create, assign, and track tasks to ensure timely action.

Project Tracking (ClickUp)

Update tasks, quotes, and project statuses in ClickUp, keeping all team members informed of progress.
Assist with project coordination to ensure smooth delivery.

Simpro Tasks

Process and clear purchase orders.
Maintain up-to-date product catalogues.
Resolve any pre-build issues.
Assist with overhead and labour rate calculations.

Financial Administration (QuickBooks)

Match and verify invoices.
Correctly tag expenses.
Process weekly payroll accurately.
Double-check cost centres to avoid errors or misallocations.

Estimating Support

Assist with tenders and quotes in Simpro and GroundPlan.
Set up quotes, complete take-offs, and apply pre-builds.
Request and follow up on supplier quotes.
Mark up revisions and insert scripts to finalize quotes.

Ordering Materials

Send out quote requests to suppliers.
Obtain client approvals for datasheets.
Place material orders through Simpro.

Standard Operating Procedures (SOPs)

Develop new SOPs to improve processes.
Update and maintain existing SOPs in SharePoint.

Document Management & Templates

Create templates and prepare necessary project completion documents using Microsoft Office (Word, Excel, etc.).

Requirements

Strong organizational and multitasking skills.
Experience with ClickUp, Simpro, QuickBooks, and GroundPlan (or ability to quickly learn these tools).
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint).
Familiarity with financial tasks such as invoicing, payroll, and expense tagging.
Excellent written and verbal communication skills.
Ability to create and maintain structured SOPs and templates.
Attention to detail and ability to manage competing priorities.