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GHL Energy Operations & Broker Support Specialist (PERMANENT AU DAYSHIFT, REMOTEWFH PHILIPPINES)
Job Location:
Hourly Salary:
Experience Required:
Posted:
10 September 2026 (Yesterday)
Posted:
Application Deadline:
8 December 2026
Application Deadline:
Vacancies:
1 Vacancy
Vacancies:
Job Summary
This is a remote position.
PERMANENT AU DAYSHIFT REMOTE/WFH PHILIPPINES
BROKER ADMINISTRATION ASSISTANT (GHL)
Company background: energy broker
BROKER ADMINISTRATION ASSISTANT (GHL)
Company background: energy broker
Tasks: producing comparison reports (electric bills) data entry drafting contract communicating with retailers and clients operate GHL
TOOLS: GHL
HARD REQUIREMENTS: good comm skills prev experience tech savvy
Working hours: 9-5PM BNE
VA rate: $9 AUD per hour (NEGOTIABLE) Starting at 30 hours
Location:** Remote / Work From Home
Reports To:** Director / Business Owner
## ABOUT THE ROLE
ScaleX is looking for a highly organised detail-oriented and proactive **Broker Administration Assistant** to support an Australian-based energy brokerage business.
This is a critical operations role supporting the end-to-end administration of **SME and Commercial & Industrial (C&I) energy procurement** as well as the coordination of solar-related operational activities.
The successful candidate will be responsible for keeping client data comparison reports tender documentation contracts CRM records retailer communications invoicing and operational workflows accurate and up to date.
This is **not a passive administrative role**. We are looking for someone who takes ownership understands the importance of accuracy catches errors before they reach clients follows tasks through to completion and actively looks for ways to make processes faster and more reliable.
## KEY RESPONSIBILITIES
### 1. SME Client Processing End-to-End
* Produce electricity comparison reports using Excel and AI-assisted tools.
* Prepare contracts Letters of Authority (LOAs) and approval documentation.
* Follow up clients throughout the comparison approval and contracting process.
* Liaise with energy retailers regarding switching and invoicing.
* Track electricity switches through to confirmation.
* Prepare draft monthly invoices for commissions.
* Maintain accurate records and ensure every active opportunity has a clear next step.
### 2. Account & Data Management C&I
* Create and maintain client accounts across internal systems CRM and brokerage/retailer platforms.
* Maintain accurate records for NMI sites contacts distributors metering providers and retailers.
* Process new accounts promptly following lead or contract confirmation.
* Validate data for completeness accuracy and consistency.
* Identify and prevent duplicate or mismatched information across systems.
### 3. C&I Tender Preparation & Processing
* Gather and validate information required for energy tenders.
* Follow up outstanding data from clients retailers and metering providers.
* Compile tender documentation comparison reports and supporting analysis.
* Quality-check all information before submission to the Director.
* Clearly document methodology assumptions and relevant commercial information.
### 4. Contract Documentation
* Prepare and quality-check contracts for both SME and C&I deals.
* Verify commercial terms site details rates contract periods and other required information.
* Cross-check contracts against retailer offers before issuing them.
* Ensure contracts are delivered promptly once all required information is available.
* Maintain a high level of accuracy particularly across NMI rate and term fields.
### 5. Solar Delivery & Operational Support
* Coordinate logistics associated with solar system delivery and installation.
* Liaise with suppliers freight forwarders subcontractors and installers.
* Coordinate equipment orders and confirm delivery schedules.
* Track purchase orders and deliveries.
* Ensure materials and installers are scheduled appropriately for installation dates.
* Identify potential delays shortages or operational issues early and escalate them with possible solutions.
* Provide ad-hoc administrative and basic solar design support as required.
* Develop proficiency in OpenSolar.
### 6. CRM Management
* Maintain accurate and up-to-date leads opportunities and client records.
* Log all relevant actions communications follow-ups and next steps.
* Progress opportunities through the appropriate pipeline stages without constant prompting.
* Ensure active opportunities do not become stalled without an update.
* Maintain strong CRM data quality across SME and C&I workflows.
### 7. Process Documentation & SOPs
* Create and maintain Standard Operating Procedures (SOPs) for core and repeatable processes.
* Document processes clearly enough for new team members to follow independently.
* Include worked examples where appropriate.
* Review and update SOPs following process changes or on a regular basis.
### 8. Continuous Improvement
* Identify inefficiencies in existing workflows and systems.
* Recommend practical improvements.
* Implement approved process improvements.
* Look for opportunities to reduce manual processing and improve operational reliability.
* Track the impact and time savings generated by process improvements.
## WHAT SUCCESS LOOKS LIKE
The successful candidate will be expected to consistently demonstrate:
* **Speed:** Comparison reports and required documentation are completed promptly.
* **Accuracy:** Client energy contract and tender data is highly accurate.
* **Ownership:** Tasks and opportunities are followed through without constant supervision.
* **Follow-through:** Client retailer supplier and internal actions are tracked until completion.
* **Data discipline:** CRM and operational records remain complete accurate and consistent.
* **Quality control:** Errors are identified before documents reach clients or decision-makers.
* **Process improvement:** The candidate actively identifies ways to make workflows more efficient.
* **Communication:** Issues delays and missing information are raised early and clearly.
## TYPICAL DAY-TO-DAY ACTIVITIES
Your typical week may include:
* Receiving an electricity bill and producing a comparison report.
* Following up SME clients through comparison LOA and contract signing.
* Preparing draft commission invoices in Xero.
* Processing interval data files and checking for completeness or anomalies.
* Following up retailers or metering companies for outstanding information.
* Preparing and quality-checking tender and comparison documents.
* Updating CRM records based on retailer or client correspondence.
* Coordinating suppliers freight providers or subcontractors for solar deliveries.
* Supporting solar system design activities in OpenSolar as your capability develops.
* Maintaining SOPs and improving internal workflows.
## REQUIRED SKILLS & EXPERIENCE
### Essential
* **35 years of experience** in administration data operations energy services operational workflow management or a similar role.
* Ideally experienced in a **B2B environment** with strong accountability for output quality.
* Exceptional attention to detail and accuracy.
* Strong Excel skills.
* Experience working with CRM platforms such as **GoHighLevel (GHL)** or equivalent.
* Comfortable working across multiple software platforms and systems simultaneously.
* Proven ability to manage an **end-to-end administrative workflow** independently.
* Experience with **Xero or comparable accounting/invoicing software**.
* Strong written English and professional written communication skills.
* Comfortable communicating with clients suppliers retailers and other stakeholders.
* Strong organisational and follow-up skills.
* Ability to work independently in a remote environment.
HIGHLY DESIRABLE
* Experience or familiarity with the **Australian electricity/energy market**.
* Previous experience in energy retail energy brokerage or energy consulting.
* Exposure to solar projects or solar-related workflows.
* Experience using AI tools such as Claude or similar platforms.
* Experience coordinating suppliers freight subcontractors or logistics.
* Familiarity with energy comparison tendering or procurement processes.
* Experience with OpenSolar or similar solar design platforms.
## THE PERSON WERE LOOKING FOR
Were looking for someone who demonstrates:
**Precision over assumption**
You verify information before sending or submitting it.
**Ownership**
You manage your responsibilities and follow through without needing to be chased.
**Adaptability**
You can adjust quickly when priorities change in a fast-moving business.
**Curiosity**
You want to understand *why* a process works not simply follow instructions.
**Directness**
You flag problems missing information and potential delays early.
**Process mindset**
You naturally look for ways to improve systems reduce manual work and make processes more reliable.
**Commercial awareness**
You understand that administrative accuracy can directly impact revenue client relationships contracts and business performance.
## IDEAL CANDIDATE PROFILE
The ideal candidate is more than a traditional **Admin Assistant**.
We are looking for someone with a combination of:
**Operations Administration Data Accuracy CRM Commercial Coordination**
Candidates with backgrounds in the following areas may be particularly suitable:
* Energy brokerage administration
* Energy retail administration
* Utility administration
* Procurement administration
* B2B operations
* Sales operations
* Data/operations coordination
* Contract administration
* Commercial administration
* Project coordination
* Solar administration / coordination
* High-volume transaction processing
## WHY JOIN SCALEX
* Permanent remote work opportunity supporting an Australian business.
* Australian business-hours schedule.
* Work with a high-performance international team.
* Opportunity to develop expertise in the Australian energy and renewable energy sectors.
* Exposure to commercial energy procurement solar CRM AI and business operations.
* Opportunity to contribute directly to process improvement and business growth.
* Long-term career development within a growing remote-work environment.
## HOW TO APPLY
If you are highly organised commercially minded detail-driven and confident managing multiple workflows independently **we want to hear from you.**
Apply now and become part of the **ScaleX talent community** supporting high-performing Australian businesses remotely.
Required Skills:
Skills Experience & Attributes Essential: 35 years in data operations administration energy services or operational workflow management ideally in a B2B environment with high accountability for output quality High attention to detail: you catch errors that others miss and you understand that a single wrong number in an energy comparison or tender can cost the business a deal Proficiency in Excel Experience with CRM platforms Go High Level or equivalent and comfort working across multiple software tools simultaneously Confidence owning an end-to-end administrative workflow and following it through to completion without prompting Experience with Xero or comparable accounting/invoicing software Strong written communication: you can correspond professionally with retailers clients and suppliers without needing to escalate routine interactions Process-builder mindset: you document what you do and look for ways to do it faster and more reliably Highly Regarded: Familiarity with electricity markets Experience in an energy retail brokerage or consulting environment Exposure to solar project workflows Experience with AI (Claude or other or a willingness to learn) Experience coordinating suppliers freight or subcontractors / logistics The attributes we look for in this role: Precision over assumption you verify before you send Ownership you track your own tasks and follow through without being asked Adaptability in a small business priorities shift; you adjust without friction Curiosity you want to understand why the process works not just execute it Directness you flag problems early and clearly rather than hoping they resolve
Required Education:
None in specific
