Office Administrator

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 quotations.

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

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

• Optimize the schedules and routes of technicians.

• Manage multiple technicians across Sydney, including additional resources for larger installation projects.

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

• Verify bookings, job details, and scheduling with clients.

• Prepare and process purchase orders for suppliers.

• Coordinate deliveries of equipment and materials with suppliers.

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

• Maintain precise pricing, job, and customer information in Excel and other business systems.

• Manage and update Google Calendar.

• Assist with CRM and job management platforms as new systems are integrated.

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

• Keep accurate records and fulfill administrative tasks in an organized and timely manner.

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

• Potentially assist with phone calls from customers and technicians.

⛳️ Requirements

• A minimum of 6 years of experience in office administration, operations coordination, scheduling, or related roles, supporting Australian businesses and clients.

• Exceptional written and verbal English skills, with the confidence to communicate professionally with Australian customers, suppliers, and technicians.

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

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

• Experience utilizing CRM or field service management software.

• Outstanding organizational skills and attention to detail.

• Strong time management abilities, with the capability to manage multiple priorities throughout the day.

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

• Excellent problem-solving and decision-making skills, especially when managing schedules and adapting to changing priorities.

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

• Highly dependable, proactive, and capable of working independently once trained.

• Strong computer literacy and the ability to quickly learn new software and systems.

• A trustworthy and honest approach, demonstrating 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 another home services sector.

• Experience coordinating with technicians, field service, or job scheduling.

• Basic bookkeeping or accounts administration experience.

• Experience working with AI-powered reception or customer inquiry systems.

🏝️ Benefits

• Excellent opportunities for career advancement.

• Chance to work in an outstanding environment.

• 100% remote work flexibility.

• Direct collaboration with an established Australian business.