Trade Operations Administrator (HVAC & Service Business)

Attention: This is NOT an entry-level Customer Service (CSR) or general VA position. We are strictly looking for an experienced back-office admin who already understands the workflows, documentation, and software used in the trade/contracting industry.

About the Role
We are a growing US trade and service business looking for a reliable, detail-oriented Trade Operations Administrator to take full ownership of our back-office operations. You will directly support our field technicians by managing invoicing, permit applications, estimates, and customer records so our crew can focus on job sites.

Work Setup: Full-Time (40 hours/week)

Schedule: Night shift in the Philippines

Your Main Responsibilities
Trade Operations: Manage customer files and internal job tracking using our trade CRM.

Billing & Estimates: Draft, audit, and send out accurate invoices, quotes, and estimates.

Permits & Rebates: Handle end-to-end permit application submissions with local municipalities and track local utility rebate tasks.

Field Team Support: Ensure field crews have all necessary customer docs, job notes, and site clearances prior to appointment times.

Basic Marketing Support: Draft and schedule simple social media updates when needed.

Qualifications
Trade Industry Experience: At least 1+ years of direct experience supporting trade companies (HVAC, plumbing, roofing, electrical, construction, or property management).

Permit Processing: Proven, hands-on experience filling out, submitting, and tracking building/trade permits.

CRM Proficiency: Hands-on experience with trade-specific CRMs (e.g., ServiceTitan, Jobber, Housecall Pro, Workiz, or similar).

Flawless Communication: Advanced written and spoken English with extreme attention to detail.

Self-Managed: Ability to execute tasks independently without needing step-by-step supervision.

Bonus: Familiarity with modern AI productivity tools to streamline your daily workflow.

How to Apply (Read Carefully)
We ignore automated applications and general CSR resumes. To be considered, please reply with the subject line: TRADE OPS

In your message, include:

A brief overview of your specific background in the trade/service industry.

A working link to your updated CV.