Administrative Operations & Communications Manager (MBW)

Responsibilities

• Handled 50% of incoming phone inquiries and managed daytoday email responses across all business communications
  
• Processed accounts receivable and payable, ensuring all invoices were sent within 48 hours of work completion
  
• Maintained accurate job card updates and allocated costs correctly to each project for proper job costing
  
• Conducted job auditing to ensure accurate timesheets, variations, costs, and allowances were properly documented
  
• Coordinated scheduling and followups for project delays, maintaining proactive communication with clients and team
  
• Managed supplier relationships and maintained updated pricing information for accurate quoting
  
• Organized project documentation and maintained compliance records for all jobs
  
• Maximized utilization of existing software systems including document management, budget tracking, and staff timesheets
  
• Created and maintained SOPs and process documentation for all business operations
  
• Provided consistent client and team communications from initial job opportunity through aftercare
  
• Handled invoice creation using multiple methods including direct from quotes and custom invoicing for variations
  
• Managed subcontractor statements and documentation as required per project
  
• Maintained email inbox under 50 unread messages with zero requiring action
  
• Ensured response time to client inquiries within 4 business hours
  

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  Scopes:
  

  • Took full ownership of financial operations including accounts receivable, accounts payable, and job costing
    
  • Acted as primary point of contact for 50% of client communications via phone and email
    
  • Held complete responsibility for invoice processing and ensuring timely payment collection
    
  • Managed all project documentation and compliance record keeping
    
  • Coordinated scheduling and project logistics to maximize field team utilization
    
  • Managed supplier relationships including price updates and procurement coordination
    
  • Performed quality control auditing across all active projects to ensure accuracy and completeness
    
  • Developed and maintained standard operating procedures for all business processes
    
  • Supported business owner in reducing administrative overwhelm and improving worklife balance
    
  • Expected to own 7580% of outlined responsibilities within first 6090 days
    

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    Requirements
    

    • Demonstrated strong experience with accounting software, preferably Xero, including invoice creation and financial management
      
    • Exhibited excellent written and verbal communication skills with ability to handle client interactions professionally
      
    • Possessed experience with project management and job costing in construction or trades industry
      
    • Showed proficiency with digital tools and ability to learn new software systems quickly
      
    • Displayed strong organizational skills with attention to detail for accurate record keeping
      
    • Worked independently and took ownership of processes without constant supervision
      
    • Had experience with supplier management and maintaining vendor relationships
      
    • Understood constructionwaterproofing industry terminology and processes
      
    • Managed prioritization of tasks and multiple projects simultaneously
      
    • Practiced a proactive communication style with ability to anticipate needs and prevent issues
      

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      Independent Contractor Perks
      

      • HMO Coverage in eligible locations
        
      • Permanent work from home
        
      • Immediate hiring
        
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        ZR_25689_JOB