Office Manager

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

📋 Description

• Develop and enhance office systems, workflows, processes, and SOPs from the foundation up.

• Evaluate, troubleshoot, document, and optimize system integrations and automated workflows in collaboration with the external AI systems provider.

• Discover and implement opportunities utilizing AI, automation, APIs, and integrations to minimize manual tasks and boost efficiency.

• Set up and maintain ServiceM8, encompassing staff roles, job types, job stages, templates, and forms.

• Establish and test the quote-to-invoice workflow along with the Xero integration.

• Diagnose system and workflow challenges and create effective solutions.

• Document systems, automations, processes, and SOPs, and provide training for team members.

• Regularly assess and refine systems for enhanced efficiency, accuracy, and scalability.

• Oversee enquiries, quotes, bookings, and job progression.

• Ensure accurate maintenance of job information, photos, documentation, and job stages.

• Handle invoicing, overdue accounts, and payment reconciliation within Xero.

• Prepare qualifying jobs for team bonus calculations based on confirmed customer payments.

• Share completed projects on social media and manage customer removal requests.

• Compile weekly reports detailing job status, overdue invoices, and outstanding concerns.

• Take charge of daily operations and proactively identify issues.

• Communicate with the team and customers via phone as necessary.

• Adhere to approval and security protocols when managing systems, customer information, pricing, and company records.

• Ensure access controls are maintained and confidential information is safeguarded, including passwords, payment details, customer data, and job records.

⛳️ Requirements

• Candidate must be based in the Philippines.

• Demonstrated experience in office management, operations, systems administration, business systems, or a related field.

• Strong technical aptitude with practical experience in building, integrating, testing, or enhancing business systems and automated workflows.

• Hands-on experience with AI automation, workflow automation, integrations, APIs, or related technologies.

• Familiarity with AI-assisted development or automation tools such as ChatGPT, Claude, Claude Code, or similar platforms.

• Practical experience with ServiceM8 or comparable trade/job management software.

• Proficient understanding of Xero, including invoicing, payments, and bank reconciliation.

• Strong capability to identify process improvement opportunities and job automation.

• Experience in office administration, ideally in a trade or construction environment.

• Exceptional written and verbal English communication skills with a professional demeanor.

• Highly organized, detail-oriented, proactive, and confident in taking ownership of tasks.

• Ability to construct systems and structures from the ground up and adapt processes as the business evolves.

• Basic comprehension of Australian business regulations, including GST, BAS, superannuation, and payment terms.

• Practical experience with AI tools such as ChatGPT, Claude, or Grok, capable of providing clear instructions and verifying output accuracy.

• Dependable computer and internet connection.

• Must disclose any existing ongoing roles or client engagements.

• Capacity to represent this position on LinkedIn as “Independent Contractor.”

🏝️ Benefits

• 100% remote work from home.

• Flexibility in time management as an independent contractor.

• Daily overlap with Queensland business hours (AEST).