Operations And Project Administration Coordinator Xero SimPro Trello

Overview:

Our client is looking for an Operations & Project Administration Coordinator (Xero | SimPro | Trello) who will play a critical role in transforming the operational efficiency and growth trajectory of the business. By offloading significant administrative, financial, and project management burdens from the owner, this position directly enables the company to scale, achieve its $1 million revenue target, and improve overall profitability and client satisfaction.

You will work on optimizing software utilization, documenting essential processes, and enhancing the company's digital presence, directly impacting the owner's ability to focus on strategic initiatives and achieve a healthier work-life balance.

Schedule: Monday - Friday, 8:00 AM - 5:00 PM Sydney Time | With 1-hour unpaid break

Responsibilities:

• Manage daily financial administration, including processing supplier invoices, reconciling bank statements, and preparing payroll for approval using Xero
• Generate and send client invoices from SimPro and proactively follow up on outstanding payments to improve cash flow
• Administer the main office email inbox, triaging inquiries and ensuring timely responses
• Provide comprehensive support for project administration, including ordering materials, updating project statuses in Trello, and managing digital project files
• Act as the primary administrator for SimPro, ensuring data accuracy, managing job cards, and actively leveraging its features for efficient workflow and back-costing
• Manage and update the company's and owner's LinkedIn profiles to engage with commercial clients and showcase projects
• Draft and send client communication updates, respond to inquiries, and assist with preparing and submitting tenders and quotes
• Document existing administrative and operational workflows to create clear Standard Operating Procedures (SOPs)
• Identify and propose improvements for SimPro utilization and other business systems
• Maintain a centralized knowledge base for key business processes and software usage
• Manage Microsoft Teams channels to facilitate internal communication

Requirements:

• Proven experience in administrative or operational support roles, preferably within a trade or project-based industry
• High proficiency with cloud-based accounting software (e.g., Xero) and project management tools (e.g., Trello)
• Demonstrated ability to quickly learn and optimize specialized industry software (e.g., SimPro); prior experience with SimPro is highly advantageous
• Strong organizational skills with meticulous attention to detail for financial and project documentation
• Excellent written and verbal communication skills for client and internal interactions
• Proactive problem-solver with a knack for identifying inefficiencies and proposing solutions
• Ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment
• Tech-savvy and comfortable with the Microsoft 365 suite (Outlook, Teams, SharePoint)
• A desire to contribute to business growth and improve operational systems

Preferred Qualifications:

• A proactive approach to identifying and addressing operational bottlenecks
• Commitment to continuous learning and optimization of software and processes
• Strong sense of ownership and accountability for assigned tasks and outcomes
• Ability to work independently and as part of a small, dedicated team
• A genuine interest in contributing to the strategic growth of a small business
• Willingness to engage in ongoing process documentation and knowledge transfer

Independent Contractor Perks:

• Permanent work from home
• Immediate hiring
• Steady freelance job
• 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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