Senior Quoting And Administrative Assistant

About the Company:

A trusted Sydney-based electrical and security company specializing in intercoms, alarms, CCTV, and access control systems for multi-unit residential buildings. With a long-standing reputation for quality and reliability, the business is now modernizing its back-end operations to improve quoting turnaround times and customer experience.

To support this transition, the company is seeking a highly skilled Senior Quoting & Administrative Assistant to work closely with the management team. This role will play a pivotal part in maintaining quoting accuracy, streamlining admin processes, and ensuring the company continues to grow efficiently as a key team member transitions into retirement.

Key Responsibilities (Prioritized):

• Prepare, update, and issue accurate quotes and proposal documents for electrical and security projects using ServiceM8, Microsoft Word, and Excel.
• Translate supplier pricing and labour costs into polished client proposals, ensuring all details are clear and professional.
• Update and maintain the pricing catalogue (currently in Excel and ServiceM8), ensuring all materials and labour rates reflect current supplier costs.
• Process and issue invoices in QuickBooks, cross-checking job completion details from ServiceM8.
• Follow up on sent invoices via phone and email to improve conversion rates and ensure no opportunity is missed.
• Assist in reconciling supplier invoices and purchase orders, ensuring pricing accuracy and clear record keeping.
• Monitor and respond to client and supplier emails, filtering and prioritizing messages for the management team.
• Support workflow optimization identify ways to streamline quoting, invoicing, and file management between ServiceM8 and QuickBooks.
• Provide light phone support, taking or returning calls when management is unavailable, ensuring clients are acknowledged and call-backs are scheduled.
• Oversee and mentor the existing junior VA, providing guidance, quality checks, and task follow-ups as required.
• Assist with customer correspondence such as job confirmations, quote clarifications, and follow-up updates.
• Handle ad hoc administrative support (document management, supplier research, client file updates).
• Optional (secondary priority): Support basic social media updates (Facebook and Instagram) and follow up on Google reviews to improve brand presence.

Qualifications (Prioritized):

Must-Haves:

• Strong working knowledge of ServiceM8 (quoting, job management, proposal creation).
• Proven experience in administrative, quoting, or estimating support within a construction, electrical, or building services business.
• Proficiency in QuickBooks and Microsoft Office Suite, especially Word and Excel.
• Excellent written and spoken English communication with the ability to correspond professionally with clients and suppliers.
• Strong attention to detail able to check costs, units, and descriptions meticulously.
• Solid understanding of end-to-end job workflows from quote to invoice.
• Reliable computer setup with a stable internet connection and backup power options.

Nice-to-Haves:

• Experience creating or maintaining pricing databases or supplier catalogs.
• Familiarity with integrating ServiceM8 with accounting platforms (QuickBooks or Xero).
• Prior experience working with Australian trade businesses.
• Understanding of basic electrical or security product components (intercoms, alarms, CCTV, etc.).

• Experience managing or overseeing another administrative support person or VA.

• Preferred Characteristics:

• Proactive and independent anticipates needs, finds answers, and takes initiative.
• Analytical and detail-oriented ensures accuracy in every number, link, and line item.
• Dependable and consistent manages deadlines and communicates clearly on progress.
• Process-driven comfortable following SOPs but confident enough to suggest improvements.
• Professional communicator represents the company with warmth and clarity in client and supplier interactions.
• Tech-savvy and resourceful eager to learn and optimize systems (ServiceM8, QuickBooks, Excel).
• Team-minded collaborates smoothly with management, technicians, and fellow VAs.
• Calm under pressure able to handle multiple quotes, invoices, and follow-ups efficiently.

Work Setup & Schedule:

• Full-time role (approx. 40 hours per week) aligned with Sydney business hours (AEST/AEDT).
• Remote-based position supporting the team in Australia.
• Long-term opportunity with potential to grow into a senior admin or operations support role as the business scales.

Perks and Benefits

• Competitive salary + signing bonus
• 13th month pay & annual leave credits
• Government benefits + HMO after 6 months (client approval)
• Monthly catch-ups with free meals
• Birthday perks & anniversary bonus
• Virtual parties & face-to-face gatherings
• Continuous training & upskilling opportunities
• A dedicated manager to support you not just match and go.