Executive and Operations Assistant
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Job Location:
Monthly Salary:
Experience Required:
Posted on:
30+ days ago
Vacancies:
1 Vacancy
Job Summary
This is a remote position.
OVERVIEW:
The client is a family-owned landscape construction company based in Australia led by a professional husband-and-wife team known for their honesty craftsmanship and supportive work culture. With a small dedicated team the company takes pride in delivering high-quality landscape projects while maintaining a lighthearted collaborative environment that values creativity innovation and trust.
The Executive and Operations Assistant play a key role in supporting the Director and daily business operations ensuring smooth coordination across administration scheduling quoting and project tracking. This position is ideal for someone organized detail-oriented and proactive who enjoys working in a dynamic trade setting and takes pride in keeping things running efficiently.
JOB DESCRIPTION / RESPONSIBILITIES:
Administrative & Operational Support
- Monitor and manage company inboxes responding to or flagging clients and suppliers emails within 24 hours.
- Prepare send and follow up on quotes recording all outcomes in ServiceM8.
- Maintain and update project records material pricing sheets and internal databases.
- Support HR processes by maintaining employee documents leave forms and company manuals.
- Organize and structure company files within OneDrive/SharePoint for easy access and version control.
- Provide daily and weekly progress reports summarizing priorities completed tasks and pending items.
- Combination of structured daily tasks and evolving responsibilities as the business grows
Scheduling & Coordination
- Manage the Directors calendar and book site visits to optimize daily operations.
- Follow up with suppliers to obtain and update quotes and lead times.
- Assist with job scheduling and ensure accurate communication between the office and field teams.
Marketing & Communications
- Assist in creating basic graphics and posts using Canva for social media updates.
- Manage content scheduling via Meta Business Suite or similar tools.
- Help coordinate client thank-you gifts and maintain consistent professional client communication.
Documentation & Compliance
- Maintain and update company WHS documents including policies JSAs and SWMS.
- Write format and manage internal SOPs and templates to support process consistency.
- Support the Director with special projects research and administrative initiatives as needed.
Requirements
BASIC QUALIFICATIONS:
- Proficient in Microsoft Office OneDrive Teams and Canva (basic to intermediate).
- Familiarity with ServiceM8 and Adobe Acrobat preferred (training provided).
- Strong written and verbal communication skills with excellent attention to detail.
- Highly organized adaptable and capable of managing multiple priorities efficiently.
- Positive attitude team-oriented mindset and ability to work both collaboratively and independently.
- Previous experience as an Administrative Assistant Executive Assistant or Office Manager ideally within a trade or construction-related business is highly regarded.
- Full Time Position
- Work From Home Set up
- Can work between 9:00AM 5:00PM AEST (Mon Fri)
- Laptop / Desktop (Minimum requirements 16 GB RAM i7 processor & Windows 10)
- Internet Speed (Minimum of 15 MBPS
Benefits
SALARY AND BENEFITS:
- Salary: $8 AUD per hour
- Paid Australian Holidays
- Paid Time off Benefits
- Permanent Work from Home
- HMO after 90 days
- 13th month pay bonus
- Supportive Team
Required Skills:
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. 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 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
Company Industry
IT Services and IT Consulting
Key Skills
- AutoCAD 3D
- Council
- ABAP
- Apps
- Electronics Engineering
- Clinical
