Operation & Systems Coordinator

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

📋 Description

• Daily monitoring and triaging of the admin inbox.

• Compose responses to client inquiries utilizing provided templates.

• Follow up on quotes with reminder emails after 5 business days without a reply.

• Send reminder emails for outstanding invoices.

• Immediately forward urgent matters to the business owner.

• Format and finalize quote documents using Word or Excel.

• Compile documents for tender responses.

• Update and maintain the quote register spreadsheet.

• Prepare templates for service repair quotes.

• Proofread documents prior to sending.

• Enter details of new jobs into the job management system.

• Update job notes and statuses accordingly.

• Generate and format basic reports.

• Identify and flag overdue or incomplete jobs.

• Schedule client appointments and site visits through Simpro.

• Dispatch client confirmation emails.

• Assist with staff scheduling, reminders, and leave tracking.

• Prepare daily or weekly job schedules.

• Maintain client contacts within Simpro.

• Organize and file documents in OneDrive.

• Update spreadsheets for clients, jobs, and financials.

• Monitor staff certifications and license expiration dates.

• Prepare weekly administrative summary reports.

• Cross-check purchase orders against invoices.

• Generate lists of overdue debtors.

• Assist with basic accounting data entry tasks.

• Organize expense receipts for the accountant.

• Create and manage the company's Facebook profile.

• Research, draft, and publish recruitment advertisements on Facebook.

• Manage and update the company's LinkedIn profile.

• Draft and schedule posts for Facebook and LinkedIn.

• Monitor social media messages and inquiries.

• Source and resize images and graphics for social media.

• Assist with documentation for ISO 9001, ISO 45001, and ISO 14001 accreditation.

• Organize quality procedures, forms, and registers.

• Track action items and requirements from the audit checklist.

• Maintain version control and filing of quality documents in OneDrive.

• Coordinate review deadlines and remind the business owner of important milestones.

• Input plant and equipment asset data into Simpro.

• Upload asset photographs to their respective records.

• Assist in the development and formatting of service report templates.

• Build and configure service report templates compliant with AS 1851.

• Test and review service report forms for accuracy.

• Collaborate with the business owner to refine report layouts and checklist items.

⛳️ Requirements

• Candidates must be based in the Philippines.

• Strong written English skills—professional, clear, and concise.

• Proficiency in Microsoft Office (Word, Excel, Outlook).

• Proven experience with a job management system like SimPro.

• Familiarity with Facebook Business and LinkedIn company pages.

• Highly organized with excellent attention to detail.

• Ability to work independently and efficiently manage time.

• A reliable internet connection and personal computer equipment are essential.

• Basic knowledge of ISO management systems or quality documentation is advantageous.

• Previous experience supporting a trades or construction business is preferred.

• Must be able to align with Australian business hours (approximately 9 AM–5 PM, Monday to Friday) for collaboration.

• Must disclose any ongoing roles or client work.

• Required to reflect this engagement on LinkedIn as “Independent Contractor.”

🏝️ Benefits

• Stable and ongoing remote work with a growing Australian business.

• Supportive working relationship with direct access to the Business Manager.

• Opportunities for career advancement as the business grows.

• Flexibility in managing your time as an independent contractor.

• Work from home.