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Administrative Coordinator
2 weeks ago
Offshore Virtual Assistants is seeking an experienced and detail-oriented post construction administration assistant to manage the post-construction cleanup jobs for our Australian client.
- Manage client bookings regularly via ServiceM8, tagging the admin responsible.
- Send confirmation emails to clients upon booking.
- Coordinate the job schedule, ensuring timely bookings and adjustments as required.
Key Responsibilities:Job Scheduling & Confirmation:
Manage client bookings regularly via ServiceM8, tagging the admin responsible. Send confirmation emails to clients upon booking. Coordinate the job schedule, ensuring timely bookings and adjustments as required.
Job Completion Process:
Monitor job status, ensuring the site team marks jobs as complete on ServiceM8. Review and verify before and after photos from job sites for accuracy and completeness and to pick up extras to invoice. Send job completion photos to clients, ensuring no extras are missed.
Invoicing & Purchase Orders:
Create and send invoices using ServiceM8 and Xero, ensuring accuracy and timely processing (weekly invoicing). Reconcile Xero – entering the receipts from WhatsApp, uploading to HubDoc, noting for the accountant that updated in Hubdoc and adding any notes and other attachments. Request and follow up on purchase orders once jobs are completed, keeping track of the process in ServiceM8.
Hourly Time Records:
Send through by workers, entered onto a spreadsheet and hours sent weekly to accountant for preparation of wages and pay processed. Maintain an organised queue for follow-ups in ServiceM8, ensuring no excessive follow-ups before purchase orders are secured.
Skills & Experience:
Relevant Degree or equivalent in related skills. Proven experience in administration roles, preferably in a construction or service industry. Familiarity with ServiceM8 (experience with the latest version preferred). Proficiency in Xero for invoicing and reconciliation. Exceptional attention to detail and organisational skills. Ability to work independently and follow established procedures. Strong English written and communication skills.
Additional Information:
No phone reception work required; all communication is done via email and system follow-ups. You will work closely with the supervisors to ensure smooth coordination of jobs and processes. The role involves minimal direct communication with clients; your primary focus will be on the administrative backend.
