Administrative/ Customer Service Assistant

part time • Remote

JP0000063W

Position Overview

The client is looking to hire candidate who can support the day-to-day administration and customer service functions of the business. The initial plan is to bring on part-time resource, monitor his/her performance and suitability, and potentially transition the successful candidate into full-time position in the future. The client is primarily looking for quality, reliability, strong communication and relevant trade-services experience, rather than simply the lowest-cost candidate.

Key Responsibilities

Core Responsibilities

The candidate will primarily provide administrative and customer-service support.

Administrative

Manage the company inbox.
Monitor and respond to incoming enquiries.
Process and track jobs.
Assist with job scheduling.
Maintain job records and follow-ups.
Process and prepare quotes.
Track outstanding jobs and customer requirements.
Coordinate information between customers, plumbers/tradespeople and the internal team.
Provide general administrative support.

Customer Service

Communicate with customers professionally via email and potentially phone.
Handle routine customer enquiries.
Follow up on jobs and outstanding requirements.
Provide updates to customers.
Escalate complex issues to Simon.

Scheduling / Operations

A strong candidate should be capable of taking ownership of plumber/trade scheduling and coordinating jobs effectively.

The ability to manage multiple jobs, priorities and deadlines is important.

Potential Additional Responsibilities

Depending on capability and experience, the candidate may also assist with:

Invoicing
Accounts administration
Basic bookkeeping-related tasks
Other operational/admin support

Software / Industry Experience

Preferred Software Experience

Prior experience with any of the following is highly relevant:

Simpro
ServiceM8
AeroFlow / Aeroflow
Similar field-service management / job-management software

Important

Simpro / ServiceM8 / Aeroflow experience is preferred but not an absolute requirement.

Candidates with strong experience using similar systems should still be considered.

Must Have Skills

Strong administrative experience.
Excellent written and verbal English.
Strong customer-service skills.
Good email/inbox management experience.
Experience managing multiple tasks and priorities.
Strong attention to detail.
Good organisational and follow-up skills.
Comfortable communicating with customers.
Able to work independently and take ownership of assigned tasks.
Reliable and consistent.
Comfortable working Australian business hours / required client schedule.

Preferred Skills

Experience within:

Australian trade services
Australian plumbing businesses
Fuel services
Trade contractors
Field-service businesses
Home services
Construction/trades administration

Candidates with UK or US trade-services experience may also be considered where the overall experience is strong.

Skills & Technologies

Strong administrative experience and general office support skillsExcellent written and verbal English communicationStrong customer service and customer-facing communication skillsEmail and inbox managementJob processing, tracking, and follow-upScheduling and coordination of jobs, tradespeople, or field-service teamsAbility to manage multiple tasks, priorities, and deadlinesStrong organisational and time-management skillsHigh attention to detail and accuracyQuoting and preparation of quotesMaintaining accurate job records and customer informationCustomer enquiry handling and follow-upProfessional phone communication and call handlingAbility to coordinate between customers, tradespeople, and internal teamsAbility to work independently and take ownership of tasksStrong follow-up and problem-escalation skillsReliability and consistencyComfortable working Australian business hours / Brisbane timeExperience with job-management or field-service software such as Simpro, ServiceM8, Aeroflow, or similar systems is highly relevantRelevant trade/field-service administration experience, particularly plumbing, HVAC, electrical, mechanical, fuel services, construction, or home servicesBasic invoicing/accounts administration or bookkeeping exposure is advantageous but secondary to the core administrative and scheduling skills.

Work From Home Requirements

Stable internet connection (Minimum 20 MBPS) with backup connection
Laptop/PC with updated OS (Core i5 or higher) + Backup device
Headset with clear microphone
Noise-free work environment during work hours
Willingness to use Time Doctor for productivity tracking
Not currently employed full-time elsewhere

Job Details

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