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Administrative Coordinator
3 weeks ago
Job Title: Administrative Coordinator
About the RoleWe are seeking a highly organized and detail-oriented Administrative Coordinator to manage post-construction cleanup jobs. This role requires excellent administrative skills, proficiency in invoicing and booking systems, and the ability to ensure all steps of our administrative process are followed accurately.
Key Responsibilities:- 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.
- 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.
- 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.
- Manage automated follow-ups to ensure payments are received promptly.
- 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.
- Monitor emails and follow up, e.g., reissuing invoices, sending relevant documents requested to ensure up-to-date and compliant with HR requirements.
- Track and check incoming emails related to job enquiries and invoicing in ServiceM8.
- Utilise ServiceM8 for booking templates and invoicing templates.
- Ensure that all jobs are entered and followed through according to company procedures.
- Liaise with builders and supervisors as needed to resolve scheduling or administrative issues.
- A relevant degree is preferred, but not essential.
- Proven experience in administration roles.
- Familiarity with ServiceM8, Xero, and HubDoc.
The ideal candidate will be able to provide strong support to the team and contribute to the success of the business.
