Senior Office Administrator

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

📋 Description

• Oversee incoming customer inquiries and emails, ensuring they are addressed promptly.

• Prepare, organize, and dispatch customer quotes based on the information provided by the team.

• Follow up with customers on quotes one to two days after they have been sent.

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

• Optimize technician schedules and routes to minimize travel time and maximize daily efficiency.

• Manage multiple technicians across Sydney, including assigning additional technicians for larger installation tasks as necessary.

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

• Coordinate with customers to confirm bookings, job details, and scheduling.

• Prepare and process purchase orders for suppliers once jobs have been confirmed.

• Collaborate with suppliers to ensure that required equipment and materials are ordered and delivered punctually.

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

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

• Manage and update Google Calendar and assist with the company's CRM and job management platforms.

• Help manage customer inquiries and information through the company's AI receptionist system.

• Keep accurate records and ensure that administrative tasks are completed in a timely and organized manner.

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

• Potentially assist with customer and technician phone calls as required.

⛳️ Requirements

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

• Excellent written and spoken English, with the ability to communicate confidently and professionally with Australian customers, suppliers, and technicians.

• Strong Excel skills and comfortable working with spreadsheets, data, and pricing information.

• Proficiency in Xero, Google Calendar, and comparable business management systems.

• Experience utilizing CRM or field service management software.

• Exceptional organization and attention to detail.

• Strong time management skills, capable of handling multiple priorities throughout the day.

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

• Strong problem-solving and decision-making abilities, particularly when managing schedules and adapting to changing priorities.

• Confidently communicate with customers, suppliers, and internal team members via email and phone.

• Highly dependable, proactive, and able to work independently once trained.

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

• A trustworthy and honest demeanor, with a strong sense of accountability.

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

• Previous experience in HVAC, trades, construction, facilities management, or another home services business.

• 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 a fantastic environment.

• 100% remote work.

• Collaborate directly with an established Australian business.