Operations Support Specialist

Job Description

Job Title: Operations Support Specialist
Industry: Electrical & Air Conditioning Services

Position Overview
The Operations Support Specialist plays a key role in ensuring the smooth day-to-day operations of an electrical and air conditioning services company. This role supports job management, coordination, administrative processes, and light financial tracking. The ideal candidate is highly proactive, organized, and comfortable working in a fast-paced, service-oriented environment.

Key Responsibilities

Job Management & Scheduling

• Manage and update jobs in a job management system (e.g., Tradify or similar platforms)
  
• Coordinate job scheduling with technicians and ensure timely job allocation
  
• Monitor job progress and update status in real time
  

Procurement & Cost Tracking

• Prepare and process purchase orders for materials and services
  
• Track job-related costs and assist in maintaining budget visibility per project
  
• Coordinate with suppliers for pricing, availability, and delivery updates
  

Invoicing & Basic Finance Support

• Support invoice preparation and follow-ups to ensure timely collections
  
• Assist with basic bookkeeping tasks (preferably using Xero or similar accounting software)
  
• Flag discrepancies and assist in reconciling job costs and invoices
  

Administration & Data Management

• Manage emails, client records, and job-related documentation
  
• Maintain accurate and organized digital filing systems
  
• Ensure data integrity across systems
  

Client & Supplier Communication

• Liaise with customers, suppliers, and internal teams via phone and email
  
• Provide updates on job status, scheduling, and basic inquiries
  
• Maintain professional and responsive communication at all times
  

Marketing Support (Basic)

• Create and post simple content on LinkedIn and Facebook
  
• Use tools such as ChatGPT to assist with drafting captions or basic marketing posts
  

Key Traits & Competencies

• Proactive mindset – takes initiative without waiting for step-by-step instructions
  
• Problem solver – able to resolve issues independently and escalate only when necessary
  
• Process improver – looks for better, more efficient ways of doing tasks
  
• Highly organized – able to manage multiple jobs, priorities, and deadlines
  
• Tech-comfortable – willing and able to learn systems like Tradify and Xero quickly
  
• Strong communicator – clear, professional, and responsive across email and phone
  

What Success Looks Like

• Jobs are properly scheduled, tracked, and updated in real time
  
• Purchase orders and job costs are accurate and well-monitored
  
• Invoices are followed up efficiently, improving cash flow
  
• Internal operations run smoothly with minimal supervision needed
  
• Communication with clients and suppliers is timely and professional
  

Requirements

Experience

• 1–3 years of experience in operations support, admin coordination, or a similar role (experience in trade, construction, electrical, HVAC, or service-based industries is a strong advantage)
  
• Experience working with job management systems (e.g., Tradify or similar platforms) is highly desirable
  

Technical Skills

• Familiarity with job tracking, scheduling, or field service management systems
  
• Basic understanding of invoicing, purchase orders, and job costing processes
  
• Experience or exposure to accounting software (Xero preferred)
  
• Proficient in Google Workspace or Microsoft Office (Excel, Word, Outlook)
  
• Comfortable managing digital files, databases, and CRM/job records
  
• Basic knowledge of social media posting (LinkedIn/Facebook)
  

Core Competencies

• Strong organizational and multitasking skills in a fast-paced environment
  
• High attention to detail, especially in data entry and job tracking
  
• Strong written and verbal communication skills
  
• Ability to work independently with minimal supervision
  
• Problem-solving mindset with a proactive and resourceful approach
  
• Ability to prioritize tasks and manage competing deadlines effectively
  

Personal Attributes

• Self-starter who takes initiative without needing step-by-step instruction
  
• Continuously looks for process improvements and efficiency gains
  
• Reliable, accountable, and committed to follow-through
  
• Calm and composed when handling multiple operational demands
  
• Team player who can also work independently
  

Nice to Have (Not Required)

• Experience in electrical, HVAC, construction, or field service industries
  
• Exposure to supplier coordination or procurement processes
  
• Basic understanding of business financial flows (costs, margins, job profitability)
  
• Familiarity with AI tools (e.g., ChatGPT) for content or admin support tasks
  

Benefits

Why Join Us?

• Healthy, supportive, and positive work environment (Great Place to Work™ Certified for three consecutive years)
  
• Opportunity to work with an innovative company across multiple industries
  
• Strong career growth in a fast-paced, high-growth environment
  
• Competitive salary with advancement opportunities
  
• Collaborative and forward-thinking culture
  
• 21 leave credits plus all client-based holidays
  
• HMO coverage with dependent benefits
  
• Exposure to world-class leadership (local and international)