Administration Coordinator – Electrical Contracting, Trade Services

Job not on LinkedIn

🔥 0 minutes ago

🇵🇭 Philippines – Remote

⏰ Full Time

🟡 Mid-level

🟠 Senior

🖥️ Administration

👻 Ghost score 25%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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Outsourced Staff

WebsiteLinkedInAll Job Openings

51 - 200 employees

💼 Consulting

📣 Marketing

📦 Logistics

Consulting • Marketing • Logistics

Outsourced Staff is a company that specializes in providing high-caliber remote teams for various roles including software development, IT support, digital marketing, and customer service. With over 25 years of experience, they focus on matching businesses with exceptional talent to aid in their growth, ensuring candidates are thoroughly screened for skills and cultural fit. The company offers a wide range of outsourced solutions, including virtual assistance, software development, and customer support, promoting efficiency and productivity for their clients.

📋 Description

• Triage incoming enquiries and forward them to create jobs in ServiceM8 • Check new enquiries against existing customer records to avoid duplicates • Chase photos and questions needed before jobs can be quoted • Work the invoicing queue twice a week, oldest first • Confirm jobs are finished and have work-done descriptions • Capture who attended and hours on site • Identify the correct payer and apply call-out charges and applicable after-hours, weekend or public holiday loadings • Set the correct job category before sending invoices • Chase overdue invoices and process cash/cheque banking • Prepare labour hire timesheets for the Operations Manager's approval • Track time-in-lieu, rostered-day-off balances, and TAFE days for apprentices • Maintain ServiceM8 forms, job templates, client and site records, Trello boards and card hygiene • Draft and maintain SOPs for Director review and sign-off • Record walkthrough videos using Loom • Maintain licence, ticket and clearance registers with expiry dates • Maintain insurances and client compliance portals • Support Working With Children Checks and police checks • Renew workers compensation and obtain certificates of currency • Support the Director on continuous-improvement projects, identifying and fixing slow, duplicated or missing processes • Potentially expand later into quoting, scheduling, purchasing, vehicle and asset administration, and marketing administration

🎯 Requirements

• 3+ years' experience as a virtual assistant, executive assistant, or in an operations/administration role • Able to work full time on core hours aligned to Australian business hours (8:00am–4:00pm AEST) • Process-driven — writes the procedure down the second time a task is done • Highly organised — holds the list and notices what has been dropped • Careful and accurate with money — not an accounting skill, but the discipline to avoid an invoice going out light • Comfortable asking rather than guessing • Strong written English — customer emails go out in the business's name • Real, hands-on experience with Claude — Claude Code, files and projects, connecting it to other systems (highly desirable) • Prior experience in an operations role, or supporting business operations more broadly (highly desirable) • Experience creating or writing SOPs (highly desirable) • ServiceM8 experience (an advantage, not a requirement) • Background in a trade, construction or field services business (highly desirable) • Familiarity with Xero, Trello, Google Workspace, or similar systems (highly desirable)

🏖️ Benefits

• Temp to permanent: a trial period, followed by a permanent engagement based on how it goes • Training runs in two-week blocks using real work rather than practice data • A written training programme covers the first fortnight, ending in a competency check • Full training is provided for ServiceM8 • Opportunity to support projects and continuous improvement using Claude and other AI tools