Admin & Operations Assistant | Electrical/Trade Services

Role Overview

An electrical trade services business needs a highly organised, process-driven Administration Coordinator to own enquiries, invoicing, payroll inputs, records, and SOP documentation. This is not a receptionist role — the phone is already handled by an automated phone assistant — and it is not a bookkeeping role either; bookkeeping sits permanently with an external bookkeeper. The role is best understood as the connective tissue that turns a business currently run out of a couple of people's heads into one with proper systems behind it.

Every technical, on-the-tools decision is deliberately kept out of this role — it runs on lookup tables, written procedures, and a "draft, show, send" review rule — so success depends on accuracy, follow-through on chasing (invoices, quotes, records), and genuine comfort with writing documentation. A standout candidate will have real hands-on experience using Claude for actual work, not just chat — a meaningful part of the role is ongoing improvement projects done with Claude.

The role is deliberately split into two phases: phase one (below) is the job from day one, with phase two — quoting, scheduling, purchasing, vehicle/asset admin, and marketing admin — held back until phase one is running smoothly, expected around November 2026.

Working Hours: [TBC] Position Type: Administration Coordinator (Virtual Assistant)

What You'll Own

Enquiries & Job Creation

Triage incoming enquiries from shared inboxes
Forward enquiries into the job management system so the job gets created
Check the customer against existing records before creating a job, to avoid duplicate customer records
Use the correct job template so the job category is set from the start
Chase the photos and information a job needs before it can be quoted
Record how the customer heard about the business

Invoicing (worked twice weekly, oldest first)

Confirm the job is finished and has a work-done description
Capture who attended and the hours on site
Identify the correct payer behind the site record (often not the site itself)
Apply standing service call-out charges where relevant
Apply after-hours, weekend and public holiday loadings
Confirm the job category is set, then send the invoice
Chase overdue invoices
Reconcile job-management invoices against the accounting system (visibility only, not bookkeeping ownership)
Collect and bank cash and cheques

Payroll Inputs (inputs only — not bookkeeping)

Prepare labour hire timesheets for management approval
Track time-off-in-lieu and rostered-day-off balances
Track apprentice study/holiday days
Supply the bookkeeper with hours, leave, and other relevant data ahead of each pay run

Supplier Bills (limited, escalation-only scope)

Answer the bookkeeper's weekly list of supplier bills that could not be matched to a job
Escalate any bill still unmatched after a fortnight to management

Records & Systems

Maintain job management system forms and templates
Maintain client and site records
Keep the administration task board tidy (a separate board from the crew operations board)

Documentation & SOPs

Draft SOPs for review and correction
Record walkthrough videos
Sit in a weekly short check-in with the operations lead

Compliance & Registers

Maintain a register of who holds which licence, ticket, and clearance, with expiry dates
Renew workers compensation and obtain the certificate of currency
Maintain client compliance portals
Coordinate background/police checks for care and school sites

Projects & Continuous Improvement (using Claude)

Evaluate whether system add-ons are worth adopting, then set them up and train the team
Identify what in existing systems is slow, wrong, or duplicated, and fix it
Take on management-directed improvement projects — largely done with Claude, drafting procedures, reading job data, and building reporting
Keep a shared Claude context/reference set current (roughly an hour a week)

Explicitly not part of this role: bookkeeping (bank reconciliation, bill coding, pay runs, BAS), and answering the phone. Not part of phase one: quoting, scheduling, purchasing, vehicle/asset admin, and marketing admin.

What We're Looking For

Experience

3+ years' experience as a VA, Executive Assistant, or in operations/administration
Experience in a fast-growing or actively systemising small business is a plus
Trade, construction, or field-services background preferred, not required

Communication Skills

Strong written English suitable for customer-facing email s sent in the business's own name
Comfortable working within a "draft, show, send" review process rather than sending unsupervised
Plain, direct communication style — short, clear, no jargon

Technical Proficiency

Job management platform experience is an advantage, not a requirement — full training provided
Genuine, hands-on experience with Claude beyond a basic chat window — Claude Code, working with files and projects, connecting it to other systems. This is flagged as the single thing most likely to make an application stand out
Familiarity with common accounting, task-board, and Google Workspace tools is helpful, but none of it is assumed
Bookkeeping, bank reconciliation, and payroll processing skills are not required — this sits with an external bookkeeper

Organisational Skills

Naturally documents processes — writes the procedure down the second time they do something
Holds the full list of open items and notices what has been dropped
High attention to detail with money — understands that an invoice going out light is money gone

Non-Negotiables

Comfortable asking questions rather than guessing — explicitly encouraged, never penalised
Chases overdue invoices and unanswered quotes without being prompted
Able to take on an improvement project independently and return with a working solution
Comfortable stepping into a business mid-rebuild, where some things are well documented and others are not yet written
Willing to draft documentation from a blank page where nothing exists yet
Adjusts well to a role being deliberately re-scoped in phases
Comfortable working within a values-led business culture

Why This Role

Real ownership of the systems and processes behind a growing trade services business
A genuine, ongoing opportunity to work hands-on with Claude on real improvement projects
Clear phased scope so you can master the core before taking on more
Direct, close collaboration with the Director and Operations Manager as the business systemises

How to Apply

To be considered, please complete this form and include a short video introduction — it helps us shortlist quickly: ----------