Operations Support Specialist

OPERATIONS COORDINATOR

Australian Electrical & Trades Experience

Location: Remote – Philippines

Employment Type: Full-Time

About The Role

We are looking for a highly experienced Operations Coordinator to support an established Australian electrical and trades business.

This is a hands-on operations role , not an entry-level VA or general administration position. The successful candidate must already understand how an Australian trades/service business operates and be confident managing jobs, scheduling, customers, suppliers, purchasing, invoicing, Xero, and job costing with minimal supervision.

The ideal candidate is proactive, highly organised, detail-oriented, and capable of taking ownership of day-to-day operations.

Mandatory Requirements

Candidates must meet ALL requirements below to be considered.

Professional Experience

• Minimum 5 years' experience in administration, operations, coordination, or a related role
• Minimum 2 years' experience supporting Australian businesses
• Minimum 2 years' experience specifically within an Australian electrical, construction, maintenance, or trades/service business
  
  

• Hands-on experience with Tradify, SimPRO, ServiceM8, AroFlo , or a similar job management system
• Hands-on experience using Xero
• Experience creating and managing purchase orders
• Experience processing and following up supplier invoices
• Experience tracking job costs and expenses
• Experience using CRM systems
• Comfortable using technology and AI tools such as ChatGPT to improve efficiency
  
  

• Experience scheduling and coordinating tradespeople, jobs, or service appointments
• Experience communicating directly with Australian customers and suppliers via phone and email
• Excellent written and spoken English
  
  

• Manage jobs from creation through to completion
• Schedule and coordinate jobs, appointments, and tradespeople
• Monitor job progress and follow up outstanding actions
• Coordinate with internal staff to ensure jobs progress on time
• Maintain accurate customer records, job information, and documentation
  
  

• Create and manage purchase orders
• Coordinate with suppliers regarding orders, deliveries, and job requirements
• Process and follow up supplier invoices
• Track supplier costs and expenses against jobs
  
  

• Maintain accurate records within Xero
• Track job-related costs and expenses
• Ensure financial and job information is recorded accurately
• Identify discrepancies or issues that may impact job profitability
  
  

• Communicate directly with Australian customers via phone and email
• Liaise with suppliers, tradespeople, and internal staff
• Provide timely updates and follow up outstanding requirements
• Resolve day-to-day operational issues independently
  
  

• Identify inefficient administrative and operational processes
• Recommend and implement practical improvements
• Use technology and AI tools to improve efficiency
• Find smarter and more effective ways to streamline workflows
  
  

• Take ownership and accountability for their responsibilities
• Work with urgency and initiative
• Proactively follow up outstanding tasks without being reminded
• Manage multiple jobs, priorities, and deadlines simultaneously
• Have exceptional attention to detail
• Understand the impact of errors on customers, tradespeople, scheduling, and job profitability
• Identify problems and propose practical solutions
• Work independently without constant supervision
• Look for smarter and more efficient ways of working
• Communicate confidently and professionally with Australian customers and suppliers
  
  

• Entry-level administration
• General virtual assistance without Australian trades experience
• Data entry
• Administrative work without operational responsibilities
• Experience without Australian business exposure
• Experience without Australian electrical, construction, maintenance, or trades/service experience
• Experience without job management software
• Experience without Xero
• Experience without purchase order, supplier invoicing, or job costing experience
• Roles requiring detailed, step-by-step instructions
• Roles without direct communication with Australian customers and suppliers
  
  

• Healthy, supportive, and conducive work environment (Great Place to Workâ„¢ Certified for three consecutive years!)
• Work with an innovative company delivering cutting-edge solutions across multiple industries
• Lead a team in a fast-paced, high-growth environment
• Competitive salary with opportunities for career advancement
• Collaborative, forward-thinking work culture
• 21 leave credits plus all client-based holidays
• HMO coverage with dependent benefits
• Exposure to world-class leadership from both local and international supervisors