Service Dispatch & Operations Administrator

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

📋 Description

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

• Create, organize, and dispatch customer quotations.

• Follow up on sent quotes within one to two days.

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

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

• Manage multiple technicians across Sydney and assign additional technicians to larger installation tasks as necessary.

• Communicate job requirements, schedules, and changes with technicians.

• Liaise with customers to confirm bookings, job particulars, and scheduling.

• Prepare and handle supplier purchase orders.

• Coordinate orders and deliveries of equipment and materials with suppliers.

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

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

• Manage and update Google Calendar.

• Support CRM and job management platforms as new systems are implemented.

• Aid in managing customer inquiries through the AI receptionist system.

• Keep accurate records and complete administrative tasks promptly.

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

• Potentially assist with customer and technician phone calls.

⛳️ Requirements

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

• Excellent verbal and written English skills.

• Strong proficiency in Excel and comfort working with spreadsheets, data, and pricing information.

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

• Experience with CRM or field service management software.

• Outstanding organizational skills and meticulous attention to detail.

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

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

• Excellent problem-solving and decision-making capabilities.

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

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

• Strong computer literacy and quick to learn new software and systems.

• Trustworthy and honest demeanor, demonstrating strong accountability.

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

• Previous experience in HVAC, trades, construction, facilities management, or other home services sectors is highly regarded.

• Experience in coordinating technicians, field service, or job scheduling is a significant asset.

• Basic bookkeeping or accounts administration experience is a notable advantage.

• Familiarity with AI-powered reception or customer inquiry systems is a valuable skill.

🏝️ Benefits

• Excellent opportunities for career advancement.

• Chance to work in a fantastic environment.

• 100% remote work options.

• Direct collaboration with an established Australian business.