Service Dispatch & Operations Administrator

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

📋 Description

• Oversee incoming customer inquiries and emails, ensuring prompt action is taken.

• Prepare, organize, and dispatch customer quotations.

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

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

• Optimize technician schedules and routes to reduce travel time and enhance daily utilization.

• Manage multiple technicians throughout Sydney, including assigning additional technicians for larger installation projects.

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

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

• Prepare and process supplier purchase orders.

• Collaborate with suppliers to guarantee timely ordering and delivery of equipment and materials.

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

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

• Manage and update Google Calendar.

• Support the company's CRM and job management platforms.

• Help manage customer inquiries through the AI receptionist system.

• Maintain precise records and complete administrative tasks promptly.

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

• Potentially assist with customer and technician phone calls.

⛳️ Requirements

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

• Excellent proficiency in written and spoken English.

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

• Proficient in Xero, Google Calendar, and similar business management systems.

• Experience with CRM or field service management software.

• Exceptional organizational skills and attention to detail.

• Strong time management abilities with the capacity to juggle multiple priorities.

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

• Strong problem-solving and decision-making capabilities.

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

• Highly reliable, proactive, and capable of working independently after training.

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

• Trustworthy and honest, with 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 business is a plus.

• Basic bookkeeping or accounts administration experience is advantageous.

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

🏝️ Benefits

• Excellent opportunities for career advancement.

• A chance to work in an outstanding environment.

• 100% remote work.

• Direct collaboration with an established Australian business.