Administrative and Operations Coordinator

About the role

The Administrative and Operations Coordinator supports daily business operations by managing job entry, financial reconciliation, scheduling, client communication, contractor documentation and basic marketing tasks. The role suits someone highly organised and detail-oriented who can work across multiple systems such as ServiceM8, Xero, GoHighLevel and Canva. It is a full-time position based in the Australian Eastern Standard Time zone.

Key responsibilities

• Job and workflow management: input new jobs into ServiceM8 from Go High Level, Office HQ emails and phone calls; create work orders and set up recurring jobs; schedule emails and job communications; clean and maintain ServiceM8 queues
• Finance and administration: complete Xero reconciliation and expense processing, manage two payroll cycles weekly, upload invoices to platforms such as Ticked Off and Trilogy Care, seek subcontractor quotes and handle invoicing
• Client and contractor coordination: liaise with clients on job updates and scheduling, complete contractor documentation including WAAPs and contractor forms, and support communication between internal teams, subcontractors and clients
• Marketing and content support: create branded social media graphics and posts in Canva, schedule posts through Go High Level, and help build databases and run email marketing

Required profile

• Strong administrative and organisational skills
• Ability to manage multiple tasks, deadlines and systems at once
• Strong communication skills and confidence dealing with clients and contractors
• Comfortable working independently and keeping accurate records
• High attention to detail, especially in financial and job-entry tasks

Required skills

• ServiceM8 and Xero (or willingness to learn quickly)
• Canva for social media content