Operations Assistant — Bookings, Purchase Orders & Field Coordination

This is a remote position.

Operations Assistant — Bookings, Purchase Orders & Field Coordination (ServiceM8, AI Tools)

Remote | Philippines | Full-Time | Php 40,000 – 50,000/month | 7:00 AM – 3:00 PM PHT (9:00 AM – 5:00 PM AEST) | Long-Term Remote Role

If you’re a high-performing operations professional who is confident on the phone, highly organised, and quick to work out the next step, and you want to work with an established Australian air conditioning and mechanical services company that values strategic impact over simple task completion — keep reading.

This isn’t a role for a “message taker” or a reception desk.

This is a focused, outcome-driven position where you’ll own bookings, purchase orders and call coordination for a busy field team, so crews arrive to confirmed jobs with the right materials, and you’ll use ServiceM8 automation and AI to make the office run faster.

Why This Is a Dream Job

You’ll be working directly with a growing Australian commercial and residential air conditioning business who:

• Champions Innovation: Wants practical AI and automation in the office, and will rely on you to build ServiceM8 automations and AI-assisted workflows that save the team time.
  

• Values Your Growth: Offers ongoing learning support in ServiceM8, automation and AI, plus a dedicated Success Manager (CSM) to keep your working relationship on track.
  

• Respects Your Expertise: Wants you to use your own judgement, ask questions early and push back with reasons when an instruction will cause rework.
  

• Builds Stability: Is hiring for a long-term role that replaces an existing position, not a fixed-term project.
  

• Invests in Your Wellbeing: Provides hospital health cover after your first three months.
  

You’ll get career transformation, real ownership of office operations, and the chance to become the team’s go-to person for AI and automation, without being stuck answering phones and passing on messages.

What You’ll Be Owning

This is a core operations role covering booking confirmations, supplier purchase orders, inbound calls and coordination between customers, the office and the field team. You aren’t just taking calls and logging jobs; you’re keeping the whole field operation moving so crews never waste a visit and materials arrive on time.

You’ll take the lead on:

• Booking Confirmations: Confirming scheduled jobs ahead of time through automated SMS and email in ServiceM8, and cutting late cancellations and no-access visits.
  

• Purchase Orders: Sending accurate purchase orders to suppliers promptly once a sales quote is approved.
  

• Calls & Coordination: Owning inbound calls during office hours, returning calls quickly, and resolving or routing every call the same day.
  

• Follow-Ups: Chasing quote and payment follow-ups, and flagging scheduling conflicts, late supplier deliveries and missing information before they cause downtime.
  

• Process Documentation: Learning from the SOPs handed over by the departing team member, keeping them current, and adding new documented workflows.
  

• AI & Automation: Putting ServiceM8 automations and AI-assisted workflows, such as AI-drafted email templates, into regular use and helping teammates adopt them.
  

Requirements