Administration Coordinator (Electrical Contracting / Trade Services)
About the Company
Our client is an established Australian electrical contracting business, trading since 2014. Revenue is split roughly evenly across facilities maintenance for schools, hospitals, aged care providers and strata, alongside residential and commercial electrical work. Beyond core electrical work, the business also delivers split system and ducted air conditioning, pneumatic tube systems (Swisslog and Lamson), security and access control (Gallagher), and TV and data cabling.
The team runs three vans, three qualified electricians and three apprentices, with a Director who splits time between the office and the field. The business is run on Christian faith and values, which shape how customers, staff and suppliers are treated.
About the Role
This is a single, foundational back-office role: one person holding the administration of a business that is currently run out of two people's heads, working closely with the Director and the Operations Manager.
This role is never asked to make a technical or trade call. Every decision point is supported by a lookup table, a written procedure, or a named person to escalate to — if something needs an electrician's judgement, it goes to the Operations Manager. Nothing goes out to a customer that the Director has not seen.
Primary Purpose
To hold and run the day-to-day administration of the business — enquiries, records and compliance registers — accurately and on time, and to help build the systems, procedures and templates that let the business run without depending on any one person's memory.
Key Responsibilities
Enquiries & Job Setup
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Triage incoming enquiries (enquiries inbox and Gmail) and forward them to create jobs in ServiceM8
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Check new enquiries against existing customer records to avoid duplicates
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Chase the photos and questions a job needs before it can be quoted
Records & Systems
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Maintain ServiceM8 forms and job templates
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Maintain client and site records
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Maintain the Trello boards and card hygiene
Documentation
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Draft and maintain standard operating procedures (SOPs) — the Director reviews and signs off
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Record walkthrough videos (Loom) for key processes
Compliance & Registers
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Maintain a register of who holds which licence, ticket and clearance, with expiry dates
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Maintain insurances and client compliance portals
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Support Working With Children Checks and police checks for relevant sites
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Renew workers compensation and obtain the certificate of currency
Projects & Continuous Improvement
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Support the Director on projects that make the business run better — identifying what is slow, duplicated or missing, and fixing it (frequently using Claude and other AI tools)
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Projects happen once standing work is complete, not instead of it
Phase Two (Introduced Later, Not at the Start)
Once phase one is running smoothly — expected from around November — the role may expand to include quoting, scheduling, purchasing, vehicle and asset administration, and marketing administration. Nothing in phase two lands until phase one is running properly.
Qualifications and Experience
Required Experience
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3+ years' experience as a virtual assistant, executive assistant, or in an operations/administration role
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Able to work full time on core hours aligned to Australian business hours (8:00am–4:00pm AEST)
Required Skills
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Process-driven — writes the procedure down the second time a task is done
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Highly organised — holds the list and notices what has been dropped
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Careful and accurate — meticulous with data entry, records and detail; small errors compound in administrative work
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Comfortable asking rather than guessing
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Strong written English — customer emails go out in the business's name
Highly Desirable
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Real, hands-on experience with Claude — Claude Code, files and projects, connecting it to other systems. This is the single factor most likely to make an application stand out
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Prior experience in an operations role, or supporting business operations more broadly
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Experience creating or writing SOPs (standard operating procedures)
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ServiceM8 experience — an advantage, not a requirement; full training is provided
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A background in a trade, construction or field services business
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Familiarity with Trello, Google Workspace, or similar systems
As published by lever
Resume/CV, Full name, Email, Phone, Current location, Current company, LinkedIn URL, GitHub (If applicable) URL, Portfolio (If applicable) URL
- What is the best communication channel to contact you? Please indicate your: Skype: WhatsApp: Viber: Mobile Number: written answer
- How many years of experience do you have in administration, operations, executive assistance or a similar role? Please briefly describe your most relevant experience. written answer
- Have you worked with Australian clients or businesses before? If yes, how many years and what type of business? written answer
- Tell me about a process, SOP, checklist or template you have created or improved in a previous role. What did you change? written answer
- How do you manage multiple ongoing tasks, enquiries, records or deadlines to make sure nothing gets missed? written answer
- Tell me about a time you were unsure about something at work. How did you decide whether to ask for clarification or escalate it rather than make the wrong call? written answer
- What have you actually used Claude or other AI tools for in your work, beyond basic questions or chat? Please give an example. written answer
- Have you used systems such as ServiceM8, Trello, Google Workspace or similar platforms? Please specify which ones and how you used them. written answer
- What attracted you to this position, and why are you looking to make a move from your current or previous role? written answer
- Send a link and use any free voice recorder or this link https://vocaroo.com/ create a Voice Recording introducing yourself, describing your best qualities, experience, What you currently do day to day, and why we should hire you for this position. Please ensure link is open to view and not locked. written answer
- If successful, how much notice do you need to give your current employer? written answer
- What is your current salary? written answer
- What is your expected salary? written answer