Business Operations Administrator electrical work

This is a remote position.

Job Description: Business Operations Administrator

Work Schedule:

• Monday to Friday 9:00 am to 6:00 pm Sydney Time with a 1hour unpaid lunch break.
  

Overview:
Join a growing electrical services company as a Business Operations Administrator. Youll streamline operations handle client communications manage financials and coordinate the team. If youre passionate about creating efficient systems delivering excellent customer service and leveraging technology this role is for you.

Key Responsibilities:

• Client Communication:
  

• Respond to all client inquiries via email phone and social media within 24 hours.
  

• Process and organize work orders in ServiceM8.
  

• Follow up on outstanding quotes and job requests.
  

• Job Scheduling and Team Coordination:
  

• Optimize job scheduling using ServiceM8 considering team workload and travel times.
  

• Manage lastminute changes and emergencies.
  

• Communicate job details and updates to team members.
  

• Financial Management:
  

• Generate quotes and invoices promptly.
  

• Follow up on overdue payments weekly.
  

• Match all supplier invoices to correct jobs within 48 hours of receipt.
  

• Prepare basic financial reports (e.g. accounts receivable aging job profitability).
  

• Compliance and Documentation:
  

• Organize and maintain all jobrelated documents in ServiceM8.
  

• Ensure compliance records are uptodate.
  

• Maintain records of licenses insurance and certifications.
  

• Marketing and Client Relationship Management:
  

• Support email campaigns and social media management.
  

• Implement a system for regular client followups.
  

• Assist in creating and executing email marketing campaigns.
  

• Software Optimization and Training Support:
  

• Train team members on new software (ServiceM8 Flat Rate Now) and processes.
  

• Create and maintain Standard Operating Procedures (SOPs) for key business processes.
  

• Provide ongoing support to team members.
  

• Quality Control:
  

• Conduct regular job audits and quality control checks.
  

• Collect and analyze customer feedback.
  

Requirements

Requirements:

• Excellent organizational and time management skills.
  

• Strong written and verbal communication abilities.
  

• Proficiency in ServiceM8 Xero and Microsoft Office suite.
  

• Experience in customer service and administrative roles.
  

• Ability to work independently and solve problems proactively.
  

• High attention to detail particularly in financial tasks.
  

• Comfortable with learning new software and technologies quickly.
  

• Basic understanding of financial processes and job costing.
  

• Experience in social media management and email marketing (preferred).
  

• Familiarity with the electrical or construction industry (beneficial).
  

Success Metrics:

• Communication:
  

• Respond to 95% of inquiries within 24 hours.
  

• Increase quotetojob conversion rate by 20%.
  

• Bookkeeping:
  

• Match 100% of supplier invoices to correct jobs within 48 hours.
  

• Reduce accounts receivable aging by 30% within 3 months.
  

• Operations/Compliance:
  

• Pass random audits on job requirement checklists with 95% accuracy.
  

• Reduce scheduling conflicts by 90%.
  

• Systems/Processes:
  

• Complete SOP documentation for all core tasks within 60 days.
  

• Improve job profitability by 10% through better tracking and analysis.
  

• Client Relationship Management:
  

• Increase repeat business from existing clients by 15% within 6 months.
  

• Achieve 70% of total revenue from residential and business owner clients by January 1 2025.
  

• Improve overall customer satisfaction rating to 4.8/5 or higher.