Administrative Operations Coordinator (WPPL)

Remote, USA Full-time Posted 2025-07-27

Work Schedule: Monday to Friday 8:00am to 5:00pm Sydney Time with 1 hour unpaid break.

Responsibilities:

Manage all client communications via phone, email, SMS, and social media with 24-hour response time commitment
Handle appointment scheduling and booking processes, ensuring accurate timeframes and proactive communication about any delays
Generate and send invoices within 24 hours of job completion
Match supplier invoices to correct jobs with proper purchase orders
Maintain real-time job profitability tracking and reporting using Tradify system
Coordinate supplier management to ensure materials arrive on time for scheduled jobs
Organize and maintain job documentation, notes, and compliance records per project
Follow up with clients proactively to maintain relationships and ensure satisfaction
Chase unpaid invoices and manage accounts receivable
Create and maintain building checklists and quality control processes
Manage inventory and supplier pricing updates
Answer business phone calls during operating hours following established scripts and procedures
Collaborate with field technicians on quote preparation via phone consultations
Implement and document standard operating procedures for all administrative tasks

Scopes:

Full ownership of client communication management across all channels
Complete responsibility for financial operations including invoicing, job costing, and profitability reporting
End-to-end management of job documentation and compliance record keeping
Supplier relationship management and coordination for material deliveries
Implementation of quality control systems and building checklists
Phone system management during business hours with backup protocols
Quote preparation workflow coordination with field technicians
Monthly financial reporting completion by first of month
Creation and maintenance of standard operating procedures for role expansion
Support for business owner’s work-life balance by handling daily administrative stress

Experience with Tradify job management system (highly preferred) or similar trade management software
Familiarity with Ground Plan system or ability to learn quickly
Strong communication skills for client interaction and relationship management
Experience with invoice processing and basic bookkeeping
Proficiency in project coordination and scheduling
Ability to work independently and manage multiple priorities
Strong attention to detail for job costing and profitability tracking
Experience with supplier coordination and inventory management
Comfortable using technology platforms including Trello, Komodo, and various communication tools
Understanding of plumbing/trade industry processes preferred
Ability to work Australian business hours and handle phone communications professionally

Originally posted on Himalayas

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