Operations Support Specialist

Job Description OPERATIONS COORDINATOR Australian Electrical & Trades Experience Location: Remote – Philippines Employment Type: Full-Time ABOUT THE ROLE We are looking for a highly experienced Operations Coordinator to support an established Australian electrical and trades business. This is a hands-on operations role , not an entry-level VA or general administration position. The successful candidate must already understand how an Australian trades/service business operates and be confident managing jobs, scheduling, customers, suppliers, purchasing, invoicing, Xero, and job costing with minimal supervision. The ideal candidate is proactive, highly organised, detail-oriented, and capable of taking ownership of day-to-day operations. MANDATORY REQUIREMENTS Candidates must meet ALL requirements below to be considered. Professional Experience Minimum 5 years' experience in administration, operations, coordination, or a related role Minimum 2 years' experience supporting Australian businesses Minimum 2 years' experience specifically within an Australian electrical, construction, maintenance, or trades/service business Systems & Technical Skills Hands-on experience with Tradify, SimPRO, ServiceM8, AroFlo , or a similar job management system Hands-on experience using Xero Experience creating and managing purchase orders Experience processing and following up supplier invoices Experience tracking job costs and expenses Experience using CRM systems Comfortable using technology and AI tools such as ChatGPT to improve efficiency Operations & Communication Experience scheduling and coordinating tradespeople, jobs, or service appointments Experience communicating directly with Australian customers and suppliers via phone and email Excellent written and spoken English All mandatory requirements must be met. Candidates who do not meet every requirement will not be considered. KEY RESPONSIBILITIES Job & Operations Coordination Manage jobs from creation through to completion Schedule and coordinate jobs, appointments, and tradespeople Monitor job progress and follow up outstanding actions Coordinate with internal staff to ensure jobs progress on time Maintain accurate customer records, job information, and documentation Purchasing & Supplier Coordination Create and manage purchase orders Coordinate with suppliers regarding orders, deliveries, and job requirements Process and follow up supplier invoices Track supplier costs and expenses against jobs Xero & Job Costing Maintain accurate records within Xero Track job-related costs and expenses Ensure financial and job information is recorded accurately Identify discrepancies or issues that may impact job profitability Customer & Team Communication Communicate directly with Australian customers via phone and email Liaise with suppliers, tradespeople, and internal staff Provide timely updates and follow up outstanding requirements Resolve day-to-day operational issues independently Process Improvement Identify inefficient administrative and operational processes Recommend and implement practical improvements Use technology and AI tools to improve efficiency Find smarter and more effective ways to streamline workflows Requirements WHAT WE'RE LOOKING FOR The successful candidate should: Take ownership and accountability for their responsibilities Work with urgency and initiative Proactively follow up outstanding tasks without being reminded Manage multiple jobs, priorities, and deadlines simultaneously Have exceptional attention to detail Understand the impact of errors on customers, tradespeople, scheduling, and job profitability Identify problems and propose practical solutions Work independently without constant supervision Look for smarter and more efficient ways of working Communicate confidently and professionally with Australian customers and suppliers THIS ROLE IS NOT SUITABLE FOR Please do not apply if your experience is primarily: Entry-level administration General virtual assistance without Australian trades experience Data entry Administrative work without operational responsibilities Experience without Australian business exposure Experience without Australian electrical, construction, maintenance, or trades/service experience Experience without job management software Experience without Xero Experience without purchase order, supplier invoicing, or job costing experience Roles requiring detailed, step-by-step instructions Roles without direct communication with Australian customers and suppliers Benefits Why Join Us? Healthy, supportive, and conducive work environment (Great Place to Work™ Certified for three consecutive years!) Work with an innovative company delivering cutting-edge solutions across multiple industries Lead a team in a fast-paced, high-growth environment Competitive salary with opportunities for career advancement Collaborative, forward-thinking work culture 21 leave credits plus all client-based holidays HMO coverage with dependent benefits Exposure to world-class leadership from both local and international supervisors