Admin Assistant (Electrical Services)
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This is a remote position.
Job Title: Admin Assistant
Work Schedule: Monday to Friday 8:00am to 5:00pm Tasmania Time with 1 hour unpaid lunch break
About Us
We are an established electrical services company in Launceston, Tasmania, modernizing our operations. With a team of 8-10 tradespeople, including 2 apprentices, we handle 250-300 jobs per month, primarily in service and maintenance. We're seeking a detail-oriented Admin Assistant to support our skilled electricians and streamline back-office processes.
Role Overview
As our Virtual Administrative Assistant, you'll manage invoicing, customer communications, and job scheduling. Working with industry software, you'll play a key role in improving the efficiency and growth of our business.
Key Responsibilities
Requirements
Job Title: Admin Assistant
Work Schedule: Monday to Friday 8:00am to 5:00pm Tasmania Time with 1 hour unpaid lunch break
About Us
We are an established electrical services company in Launceston, Tasmania, modernizing our operations. With a team of 8-10 tradespeople, including 2 apprentices, we handle 250-300 jobs per month, primarily in service and maintenance. We're seeking a detail-oriented Admin Assistant to support our skilled electricians and streamline back-office processes.
Role Overview
As our Virtual Administrative Assistant, you'll manage invoicing, customer communications, and job scheduling. Working with industry software, you'll play a key role in improving the efficiency and growth of our business.
Key Responsibilities
- Invoicing and Financial Management
- Manage invoicing for 250-300 jobs monthly, ensuring timely preparation
- Audit job data for completeness
- Edit technician notes, verify labor hours, and assist with financial reporting
- Data Collection and Management
- Organize technician job reports
- Ensure all job details are captured (time spent, actions, materials, photos)
- Manage technician reporting and data systems
- Customer Communication and Support
- Handle customer inquiries via phone, email, and SMS
- Schedule service appointments and follow up on quotes
- Manage after-hours call routing and emergency dispatching
- Asset Management
- Maintain the company’s asset management system (Simpro)
- Track vehicle and equipment maintenance schedules
- Process Improvement and Documentation
- Create and update Standard Operating Procedures (SOPs)
- Streamline back-office processes to support company growth
- Scheduling and Dispatching
- Optimize job schedules for technicians
- Manage scheduling changes due to emergencies or client requests
Requirements
- Proficiency in Simpro or strong ability to learn
- Experience with 3CX or similar VoIP systems
- Familiarity with ClickSend or similar SMS tools
- Strong written and verbal communication skills
- High level of organization and attention to detail
- Customer service and administrative experience
- Basic understanding of bookkeeping principles
- Ability to adapt to new technologies
- Experience in the electrical industry
- Knowledge of Australian business practices
- Familiarity with job costing and asset management
- Proactive problem-solver
- Ability to manage multiple tasks simultaneously
- Strong interpersonal skills
- Empathetic when handling customer inquiries
- Ability to work independently and collaborate with a remote team
- Flexibility to handle after-hours emergencies when needed
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