Executive and Operations Assistant

Job Description

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

Marketing & Communications

Documentation & Compliance

Requirements

BASIC QUALIFICATIONS :

TYPE OF POSITION, PHYSICAL REQUIREMENTS, & EXPECTED HOURS OF WORK :

Benefits

SALARY AND BENEFITS :

Requirements

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