Administrative Assistant

This is a remote position.

OVERVIEW:

The client is a family-owned company based in Australia specializing in sustainable energy-efficient heating and cooling solutions for residential and commercial clients.

The Admin Assistant plays a vital role in supporting daily business operations through effective scheduling job management invoicing and customer communication. Working closely with the operations team this role ensures smooth coordination between clients technicians and management while maintaining accuracy and efficiency in Simpro. The position suits someone who is organized proactive and detail-oriented with excellent communication skills and the ability to thrive in a fast-paced team-oriented environment focused on delivering reliable and high-quality service.

JOB DESCRIPTION / RESPONSIBILITIES:

Administrative Support & Scheduling

• Create and manage recurring jobs and customer quotes using Simpro.
  

• Schedule domestic customer quotes and confirm bookings with clients.
  

• Update Apprentice TAFE dates and maintain accurate schedules in Simpro.
  

• Prepare warranty forms customer folders and maintain organized records.
  

• Perform general administrative duties to support daily operations.
  

• Mix of consistent daily tasks and fast-paced coordination during peak workloads.
  

Customer Communication & Coordination

• Follow up with customers on quotes unpaid invoices and job confirmations.
  

• Ensure all communication is handled professionally through phone email or portals.
  

• Collaborate with internal teams to ensure a seamless customer experience.
  

• Reports directly to the Operations Lead.
  

Invoicing & Reporting

• Receipt invoices reconcile payments and track outstanding accounts in Simpro.
  

• Send invoices attach photos and certificates and coordinate with internal contacts.
  

• Generate weekly Simpro reports for the management team to review performance.
  

Requirements

BASIC QUALIFICATIONS:

• Proficient in Outlook Excel Canva and web-based customer portals.
  

• Experience with Simpro is desirable (training can be provided).
  

• Strong written and verbal communication skills with excellent phone etiquette.
  

• Highly organized detail-oriented and able to manage multiple tasks efficiently.
  

• A team player who is goal-oriented proactive and comfortable asking questions.
  

• Previous experience as an Administrative Assistant Scheduler or similar role preferred.
  

TYPE OF POSITION PHYSICAL REQUIREMENTS & EXPECTED HOURS OF WORK:

• Full Time Position
  

• Work From Home Set up
  

• Can work between 8:30AM 5:30PM AEST
  

• Laptop / Desktop (Minimum requirements 16 GB RAM i7 processor & Windows 10)
  

• Internet Speed (Minimum of 15 MBPS
  

Benefits

SALARY AND BENEFITS:

• Salary: $8 per hour
  

• Paid Australian Holidays
  

• Paid Time off Benefits
  

• Permanent Work from Home
  

• HMO after 90 days
  

• 13th month pay bonus
  

• Supportive Team