Operations And Administrative Coordinator Xero

Overview

This is a pivotal role acting as the right hand to the business owner. You will be the first dedicated back-office professional, responsible for transforming the companys administrative and operational functions from manual processes into a streamlined, documented system. Your success will directly enable the owner to shift focus from day-to-day admin to strategic sales and business development, unlocking significant growth potential and improving work-life balance. This role is fundamental to building a scalable and resilient business.

Schedule:

• 8am to 5pm Sydney

Responsibilities

• Manage all financial administration in Xero, including client invoicing, accounts receivable follow-ups, and supplier bill processing.
• Implement and manage a proactive scheduling system for all lift maintenance and service appointments, ensuring no deadlines are missed.
• Act as the first point of contact for incoming communications, qualifying inquiries and ensuring timely, professional responses to clients.
• Provide strategic sales support by monitoring lead platforms (e.g., Estimate 1), preparing documentation for quotes, and maintaining the Pipedrive CRM.
• Develop and maintain a centralized digital library for critical documents like safety reports (SWMS) and service records, making them easily accessible.
• Document existing workflows and create clear Standard Operating Procedures (SOPs) for all administrative and operational tasks to build a scalable business playbook.
• Coordinate with the field team to ensure they have the information and support needed for their jobs.

Requirements

• Proven experience as an Operations Coordinator, Office Manager, or high-level Administrative Assistant, preferably within a trades or construction-based business.
• High proficiency with Xero for invoicing, bank reconciliation, and expense management.
• Strong experience in managing schedules, coordinating appointments, and handling proactive client communication.
• Demonstrated ability to document processes and create clear Standard Operating Procedures (SOPs).
• Experience using CRM software (Pipedrive is a plus) to manage sales pipelines and client data.
• Exceptional organizational skills and a high level of attention to detail, especially with financial data.
• A proactive, self-starting mindset with the ability to work autonomously and take ownership of the role.
• Excellent written and verbal communication skills.

Additional Expectations:

• A systems-builder mindset; you should be constantly looking for opportunities to improve, automate, and document processes.
• High level of proactivity and resourcefulness, with the ability to function effectively with minimal supervision.
• Comfortable operating in a dynamic, fast-growth environment where you will be responsible for creating structure.
• Direct, clear, and concise communication style.
• Absolute commitment to accuracy and detail, particularly in financial administration and scheduling.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note

Please click the Apply button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

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