Operations Coordinator — Scheduling, Dispatch & Invoicing

This is a remote position.

Operations Coordinator — Scheduling, Dispatch & Invoicing (ServiceM8, Xero, AI Tools)

Remote | Philippines | Full-Time | Php 40,000- Php 55,000/month | Approx. 6:30 AM – 2:30 PM PHT, Mon–Fri (Australian business hours) | Long-Term Remote Role

If you’re a high-performing operations professional who has scheduled and dispatched field teams, is confident on the phone with Australian tradies, and already uses AI to work faster, and you want to work with a fast-growing Australian plumbing inspection business that values strategic impact over simple task completion — keep reading.

This isn’t a role for an “order-taker” waiting for instructions.

This is a focused, outcome-driven position where you’ll take over a live operation in three weeks, run the full booking-to-invoice cycle on your own, and build the systems that let the business grow from hundreds to thousands of inspections a year.

Why This Is a Dream Job

You’ll be working directly with the General Manager of a growing Australian plumbing inspection business serving volume home builders, who:

• Champions Innovation: Expects you to use AI tools such as ChatGPT and Claude every day, and wants your help setting up ServiceM8 scheduling, the ServiceM8 and Xero connection, and automated reminders.
  
• Values Your Growth: Enrols you in a self-paced AI training program from day one, supports further learning in ServiceM8 and Xero, and gives you a dedicated Success Manager (CSM) plus an onboarding manager for your first 90 days.
  
• Respects Your Expertise: Wants someone who runs the schedule, gives clear instructions, pushes back when something is missing and proposes better ways of working without being asked.
  
• Builds Stability: Is hiring for the long term, with your scope growing as the business expands into new Australian states and its inspector team grows.
  
• Invests in Your Wellbeing: Provides HMO health cover from month 4.
  

You’ll get career transformation, direct visibility with the General Manager, and the freedom to build the operation as the business scales nationally, without being stuck as a back-office admin taking messages.

What You’ll Be Owning

This is a core operations role covering bookings, inspector scheduling and dispatch, report quality control and invoicing. You aren’t just answering emails and entering jobs; you’re running the engine of the business, making sure every builder’s request is booked fast, every report goes out complete, and every job gets billed.

You’ll take the lead on:

• A Three-Week Handover: Shadowing the current admins, turning Scribe recordings into a signed-off SOP library, and running the whole operation alone by the end of week three.
  
• Bookings & Scheduling: Confirming every builder request the same day, booking 95%+ of inspections within 48 hours, and planning inspector routes by area so inspectors spend their day inspecting, not driving.
  
• Report Quality Control: Building a report quality checklist with the General Manager and using AI tools to flag anything missing while the inspector is still on site, so no report ever needs reissuing.
  
• Same-Day Invoicing: Raising every invoice in Xero, including extra charges, the same day the report goes out.
  
• Clear Communication on Every Front: Giving confident instructions to inspectors, builders and site supervisors, holding the line when information is missing, and answering the General Manager’s requests the same day.
  
• Systems for National Growth: Onboarding new builders and site supervisors interstate, tracking multi-inspection projects, setting up proactive reminders, and building data reporting for sales and marketing.
  
• Weekly Reporting: Sending the General Manager a one-page operations update every week.
  

Requirements

This Role Is a Great Fit If You:

• Are a Proven Scheduler: You have scheduled and dispatched field teams before, ideally in trades, field services or construction.
  
• Are Confident on the Phone: You speak and write excellent English and are comfortable giving clear direction to Australian tradies and site supervisors, and holding your ground when needed.
  
• Are an AI-Adaptive Operator: You already use AI tools such as ChatGPT or Claude in your daily work, not just occasionally.
  
• Learn Fast: You can take over a live operation in three weeks and work from light instructions, building process as you go.
  
• Sweat the Details: You check every report and invoice with care, every time.
  
• Stay Composed Under Pressure: You stay calm and organised when builders give late notice and the schedule has to change.
  
• Are High-Accountability: You don’t need to be chased for updates. You’re reliable, meet deadlines, and own your mistakes as much as your wins.
  
• Can Commit to the Schedule: You can work Australian business hours, Monday to Friday, with a reliable setup and internet connection.
  

Genuine differentiators (not requirements): ServiceM8, simPRO or similar field service software; Xero; familiarity with plumbing, construction or building inspections.

What Success Looks Like

After 60–90 Days:

• The Handover Is Done: You ran the operation alone from week four, with a complete SOP library, and kept it running smoothly through the Christmas period.
  
• Bookings Hit the Standard: Every request is confirmed the same day and at least 95% of inspections are booked within 48 hours, with schedules planned by area.
  
• Reports Go Out Right the First Time: You own report quality control, catch missing items while inspectors are on site, and no report has been reissued.
  
• Billing Is Same-Day: Every invoice, including extras, goes out the same day as the report.
  
• Trust Is Earned: The General Manager relies on your weekly update and same-day answers, and has taken real operational load off his plate to focus on growth.
  

Final Word

If you’ve ever thought:

“I’m great at keeping field teams organised, I’m not afraid to pick up the phone and push back, and I use AI to get more done. I just want a business that lets me own the operation and grow with it.” This is that role.

Let’s build long-term success — together.