Admin Assistant (Simpro)

Job Description

This is a remote position.

Schedule :

• 40 hours per week
• Monday-Friday, 8am to 4pm AEST, With a 30-minute paid break

Client Timezone : Australian Eastern Time (Melbourne)

Client Overview

Join a specialized fire protection services company dedicated to maintaining and testing critical fire safety systems in commercial buildings across Melbourne. The company services shopping centers, office buildings, and other commercial properties to ensure compliance with essential life-safety standards.

They value long-term relationships, team collaboration, and quality service delivery, operating with a close-knit, supportive culture that emphasizes both professional growth and operational excellence.

Role Overview

As an Administrative Assistant, you’ll play a vital role in supporting the company’s mission to protect lives and property through effective fire safety maintenance coordination. Working closely with the Managing Director and the Melbourne-based operations team, you’ll handle essential administrative, scheduling, and communication tasks that keep daily operations running smoothly.

This remote position offers the chance to develop deep industry knowledge in fire protection while working with a company that values teamwork, reliability, and high performance.

Key Responsibilities

Schedule and coordinate fire protection service appointments and maintenance jobs

Manage job logistics, ensuring smooth coordination between technicians, clients, and office staff

Respond to customer inquiries via email promptly, clearly, and professionally

Prepare and send basic service quotations for fire protection maintenance

Handle Xero accounting tasks, including invoice approvals, data entry, and reconciliation support

Manage and organize the company inbox, prioritizing communications effectively

Provide daily progress reports outlining completed tasks, priorities, and upcoming actions

Support the Melbourne-based operations team with general administrative duties

Assist with compliance documentation and service scheduling to ensure regulatory adherence

Coordinate field technician schedules and handle any related administrative follow-up

Gradually take on inbound customer calls, as comfort and familiarity with the business develop

Requirements

Minimum 3 years of administrative experience, preferably within service-based or trade industries (e.g., plumbing, electrical, maintenance, or fire protection)

Experience with Uptick or SimPro (or similar field service management software) is a strong advantage

Proficiency in Xero for invoice processing, approvals, and data management

Excellent written and verbal communication skills, especially for handling high-volume email correspondence

Demonstrated organizational and multitasking skills with a keen eye for detail

Ability to work independently and maintain productivity in a remote environment

Comfortable managing fast-paced, deadline-driven workloads with minimal supervision

Customer-focused mindset with a proactive, solutions-oriented approach

Reliable internet connection and a professional home office setup for daily communication and video calls

Strong time management and problem-solving abilities

Independent Contractor Perks

ZR_28833_JOB

Requirements

Advanced proficiency in QuickBooks Online HR experience with an AU-based client / company Strong understanding of Australian bookkeeping practices, including BAS Excellent communication and documentation skills Detail-oriented, self-managed, and highly organized Ability to proactively identify and solve problems Previous experience supporting trade businesses is a strong advantage Independent Contractor Perks Permanent remote role with a collaborative team culture Opportunity to make a meaningful impact on business growth and stability Access to backup support and documented processes for smooth operations Be part of a company that values proactive communication and reliability Immediate hiring ZR_24527_JOB