Administration & Operations Manager

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Oversee incoming customer inquiries and emails, ensuring timely responses.

• Prepare, organize, and dispatch customer quotes.

• Follow up on quotes one to two days post-dispatch.

• Coordinate and schedule confirmed jobs based on technician availability, job specifications, location, and estimated duration.

• Enhance technician schedules and routes to reduce travel time and maximize daily utilization.

• Manage multiple technicians across Sydney and assign additional technicians to larger installation projects as needed.

• Communicate with technicians regarding job specifications, schedules, and any changes.

• Collaborate with customers to verify bookings, job details, and scheduling.

• Prepare and process supplier purchase orders.

• Coordinate the ordering and delivery of equipment and materials with suppliers.

• Assist with invoicing, supplier invoices, receipts, and accounts receivable follow-ups.

• Maintain accurate pricing, job, and customer data in Excel and other business systems.

• Manage and update Google Calendar.

• Assist with CRM and job management platforms as they are implemented.

• Help manage inquiries and information from the AI receptionist system.

• Keep accurate records and complete administrative tasks in a timely and organized manner.

• Provide general administrative support and assist with ad hoc projects.

• Potentially assist with phone calls from customers and technicians.

⛳️ Requirements

• Minimum of 6 years of experience in office administration, operations coordination, scheduling, or similar roles supporting Australian businesses and customers.

• Excellent written and verbal communication skills in English.

• Strong proficiency in Excel and confidence in handling spreadsheets, data, and pricing information.

• Familiarity with Xero, Google Calendar, and similar business management systems.

• Experience using CRM or field service management software.

• Exceptional organizational skills and attention to detail.

• Strong time management abilities and capacity to handle multiple priorities.

• Experience in coordinating schedules, appointments, jobs, deliveries, or field-based teams.

• Strong problem-solving and decision-making capabilities.

• Confident in communicating with customers, suppliers, and internal team members via email and phone.

• Highly reliable, proactive, and able to work independently after training.

• Strong computer literacy with a quick learning ability for new software and systems.

• Trustworthy and honest with a strong sense of accountability.

• Comfortable working Australian business hours and supporting a Sydney-based operation.

• Previous experience in HVAC, trades, construction, facilities management, or other home services business is a plus.

• Basic bookkeeping or accounts administration experience is advantageous.

• Experience with AI-powered reception or customer inquiry systems is a plus.

🏝️ Benefits

• Excellent opportunities for career advancement.

• Chance to work in an outstanding environment.

• 100% remote work flexibility.

• Direct collaboration with a well-established Australian business.