Business Operations Assistant

Job Overview

We’re looking for a proactive and highly organized Business Operations Assistant to oversee daily financial and administrative functions. This role involves managing Xero bookkeeping tasks (receipts, reconciliations, invoicing, and payment follow-ups), coordinating job schedules, handling client communications, and ensuring no new inquiries fall through the cracks. You’ll also help implement and manage CRM and job management systems, maintain digital records, document SOPs, and provide general business support—including inbox management and light social media coordination.

Job Highlights

• Paid Hours per Week: 40
• Schedule: Monday - Friday, 9am - 6pm with 1 hour unpaid break | Australian Eastern Time
• Work Arrangement: Work from home
• Contract: Independent Contractor

Side note: Since this is a permanent work-from-home position and an “Independent Contractor” arrangement, the candidates must have their own computer and internet connection. They will handle their own benefits and taxes. The professional fees are on hourly rates and the rate depends on your performance in the application process.

Independent Contractor Perks

• Health insurance in eligible locations
• Permanent work from home
• Immediate hiring

Key Responsibilities

• Proactively manage all financial and administrative tasks, including daily receipt processing, weekly Xero reconciliation, invoicing, and payment reminders.
• Implement and maintain efficient systems for new client inquiries, ensuring no leads are missed and all necessary job information is captured.
• Optimize and coordinate daily job schedules for the team, ensuring smooth project flow and preventing overlaps.
• Manage client communication, including quote follow-ups, project updates, and appointment scheduling.
• Research, recommend, and assist with the implementation and ongoing management of CRM and job management software (e.g., Tradify, ServiceM8).
• Establish and maintain a digital filing system for all project, compliance, and business documentation.
• Document existing administrative workflows and create comprehensive Standard Operating Procedures (SOPs).
• Provide additional support such as managing the owners email inbox and assisting with social media content planning and scheduling.

Requirements

• Proven experience in administrative support and office management, preferably within a trade or small business environment.
• Strong proficiency in Xero for bookkeeping, reconciliation, and invoicing.
• Exceptional organizational skills with a meticulous attention to detail.
• Proactive problem-solver with a strong ability to take initiative and work independently.
• Excellent written and verbal communication skills.
• Tech-savvy and comfortable learning and implementing new software (e.g., CRM, job management systems).
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Discretion and professionalism when handling sensitive business information.

Additional Expectations

• A self-starter who can identify areas for improvement and propose solutions.
• A desire to build and document robust systems from the ground up.
• Willingness to research and trial new software solutions to enhance efficiency.
• A professional and positive attitude, contributing to a supportive team environment.

Side Note

• This is a permanent work-from-home role under an Independent Contractor arrangement. Candidates must have their own computer and reliable internet connection, and are responsible for their own taxes and benefits. Professional hourly fees are established based on your performance in the application process.

Reminder:

• Kindly apply directly to the link provided; you will be redirected to BruntWork’s Career Site. Complete the initial requirements, including the voice recording, prescreening assessment, and technical check of your computer/device.

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