Administrative Coordinator (NQPU)

This is a remote position.

• Manage all incoming phone calls and accurately log new job requests into Simpro daily.
• Enter new job information and create work orders within Simpro.
• Respond promptly to customer inquiries and general emails.
• Audit completed jobs in Simpro, verifying photos, recorded hours, and materials daily.
• Match invoices to individual jobs in Simpro to ensure accurate profitability tracking.
• Process supplier invoices and reconcile them against purchase orders weekly.
• Track and categorize expenses using accounting software (e.g., Xero) daily.
• Draft customer quotes based on on-site information or existing templates as required.
• Process solar claims and manage related documentation (e.g., signatures, meter data).
• Proactively follow up on outstanding quotes via phone and email weekly.
• Send project status updates and completion notifications to clients weekly.
• Schedule and confirm appointments with clients and tenants daily.
• Conduct post-job follow-up calls and actively request Google reviews weekly.
• Document existing back-office processes and create comprehensive Standard Operating
• Procedures (SOPs) weekly.
• Maintain accurate client interactions and job notes within Simpro (CRM) daily.
• Organize and maintain digital filing systems for project documentation and compliance records monthly.
• Generate basic financial reports (e.g., job profitability, utilization rates) monthly.
• Prepare weekly performance reports from Simpro or Pylon.
• Assist with stocktake reconciliation and inventory updates in Simpro monthly.
• Prepare meeting agendas and minutes for internal team meetings as required.

• Proven experience in an administrative or operational support role, preferably within a trades or service-based industry.
• Strong proficiency with job management software, ideally Simpro, or a demonstrated ability to quickly learn new systems.
• Experience with accounting software (e.g., Xero) is highly desirable.
• Exceptional organizational skills and meticulous attention to detail.
• Excellent verbal and written communication skills for effective client and team interaction.
• A proactive approach to problem-solving and identifying process improvements.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• A strong focus on efficiency, systemization, and continuous improvement.
• Comfortable adapting to new technologies and embracing changes to established habits.

• A strong commitment to embracing new technologies and processes, particularly the ongoing optimization of Simpro.
• A proactive mindset focused on identifying and implementing efficiency improvements across all tasks.
• Willingness to challenge existing methods and contribute actively to a culture of continuous improvement.
• Ability to work autonomously while also collaborating effectively within a small, dynamic team.
• A dedication to delivering exceptional client experiences and fostering strong, positive relationships.

Independent Contractor Perks

• HMO Coverage in eligible locations
• Permanent work from home
• Immediate hiring