Admin Supervisor
Admin Supervisor
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1 Vacancy
Job Description
This is a remote position.
Job Title: Admin Supervisor
Work Schedule: Monday to Friday 9:00 am to 6:00 pm (Queensland Time) with a 1hour unpaid lunch
Position Overview:
The Admin Supervisor oversees client communication manages administrative functions supports project coordination and drives process improvements. Working closely with the management team this role ensures seamless operations highquality service delivery and effective client engagement.
Key Responsibilities:
Client Communication:
Oversee all client communication channels including phone email and social media.
Provide timely professional responses to inquiries to enhance client satisfaction and trust.
Support client communication by keeping clients updated on project progress.
Lead Qualification & Sales Support:
Qualify incoming leads assess project needs and prepare quotes/estimates.
Support the sales process to enhance leadtobooking conversion rates.
Maintain accurate records of leads followups and client interactions.
Project Coordination & Compliance:
Oversee project scheduling and coordination with clients teams and suppliers.
Ensure all job documentation permits and contracts are complete and compliant.
Conduct site inspections and quality checks maintaining compliance records.
Financial Management & Bookkeeping:
Process invoices and match supplier costs with jobs for accurate job costing.
Generate and send client invoices monitor accounts receivable and follow up on overdue payments.
Prepare profitability reports and maintain accurate financial records.
Process Improvement:
Document and review processes to eliminate inefficiencies and improve service delivery.
Develop SOPs and crosstrain team members for consistent operational continuity.
Implement improvements to support the company s growth objectives.
Key Priorities & Success Metrics:
Communication Efficiency:
Respond to all inquiries within 24 hours and proactively update clients.
Increase conversion rate from leads to bookings.
Operational Compliance:
Ensure job documentation is accessible and compliant.
Minimize project delays and ensure compliance with quality standards.
Bookkeeping Accuracy:
Process invoices accurately and minimize outstanding payments.
Maintain uptodate financial records and profitability reports.
Process Documentation & Team Training:
Document workflows and train team members on SOPs.
Enhance process efficiency through crosstraining and clear documentation.
Critical Tasks:
Oversee client inquiries and manage communication effectively.
Qualify leads prepare quotes and support the sales process.
Coordinate project schedules and align team and supplier arrangements.
Maintain compliance with job documentation and quality standards.
Process invoices manage accounts receivable and ensure financial accuracy.
Continuously improve and document processes workflows and team training.
Requirements
Qualifications and Skills:
Required:
Minimum of 2 years experience in administration or customer service.
Strong written and verbal communication skills.
Highly organized with meticulous attention to detail.
Proficient in Microsoft Office Xero and CRM tools like HubSpot.
Ability to learn new software and processes quickly with a focus on overseeing projects and administrative tasks.
Preferred:
Experience in the construction or trade industry.
Familiarity with compliance requirements and project management principles.
Knowledge of digital marketing and social media management.
Qualifications and Skills: Required: Minimum of 2 years experience in administration or customer service. Strong written and verbal communication skills. Highly organized, with meticulous attention to detail. Proficient in Microsoft Office, Xero, and CRM tools like HubSpot. Ability to learn new software and processes quickly, with a focus on overseeing projects and administrative tasks. Preferred: Experience in the construction or trade industry. Familiarity with compliance requirements and project management principles. Knowledge of digital marketing and social media management.
Employment Type
Full Time
