Service Dispatch & Operations Manager

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

📋 Description

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

• Prepare, organize, and dispatch customer quotes.

• Follow up on quotes one to two days post-sending.

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

• Optimize technician schedules and routes for efficiency.

• Manage multiple technicians across Sydney and assign additional technicians to larger installation projects.

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

• Confirm bookings, job details, and scheduling with customers.

• Prepare and process supplier purchase orders.

• Coordinate ordering and delivery of equipment and materials with suppliers.

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

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

• Manage and update Google Calendar effectively.

• Assist with CRM and job management platforms as they are introduced.

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

• Keep accurate records and perform administrative tasks efficiently.

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

• Potentially assist with phone calls from customers and technicians.

⛳️ Requirements

• A 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 capabilities and confidence in managing spreadsheets, data, and pricing information.

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

• Experience with CRM or field service management software.

• Exceptional organizational skills and meticulous attention to detail.

• Strong time management skills and the ability to handle multiple priorities.

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

• Excellent problem-solving and decision-making abilities.

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

• Highly reliable, proactive, and capable of working independently once trained.

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

• A trustworthy and honest approach, exhibiting a strong sense of accountability.

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

• Proficiency in the English language is required.

🏝️ Benefits

• Excellent opportunities for career advancement.

• Opportunity to work in a fantastic environment.

• 100% remote work flexibility.

• Collaborate directly with an established Australian business.