Offshore Virtual Assistants, a well-respected Australian Outsourcing company, is looking for an experienced Administration Assistant to join our Australian client who specialises in post-construction clean-up, helping builders across Victoria leave their construction sites spotless and ready for handover. We pride ourselves on our meticulous attention to detail, reliability, and efficient service delivery.

We are seeking an experienced and detail-oriented Administration Assistant to manage the post-construction cleanup jobs. This role requires excellent organisational skills, proficiency in invoicing and booking systems (particularly ServiceM8), and the ability to ensure all steps of our administrative process are followed accurately.

Key Responsibilities:

Job Scheduling & Confirmation:

• • • Manage client bookings regularly via ServiceM8, tagging the admin responsible.
    • Send confirmation emails to clients upon booking.
    • Coordinate the job schedule, ensuring timely bookings and adjustments as required.

Job Completion Process:

• • • Monitor job status, ensuring the site team marks jobs as complete on ServiceM8.
    • Review and verify “before and after” photos from job sites for accuracy and completeness and to pick up extras to invoice.
    • Send job completion photos to clients, ensuring no extras are missed.

Invoicing & Purchase Orders:

• • • Create and send invoices using ServiceM8 and Xero, ensuring accuracy and timely processing (weekly invoicing).
    • Reconciling Xero – entering the receipts from Whats App, uploading to HubDoc. Noting for the accountant that updated in Hubdoc and adding any notes, and other attachments
    • Request and follow up on purchase orders once jobs are completed, keeping track of the process in ServiceM8.
    • Manage automated follow-ups to ensure payments are received promptly.

Hourly time records:

• • Sent through by workers, entered onto spreadsheet and hours sent weekly to accountant for preparation of wages and pay processed 

Queue & Follow-Up Management:

• • Maintain an organised queue for follow-ups in ServiceM8, ensuring no excessive follow-ups before purchase orders are secured.
  • Monitoring emails and following up, eg reissuing invoicing, sending relative documents requested to ensure up-to-date and compliant with HR requirements. 
  • Track and check incoming emails related to job enquiries and invoicing in ServiceM8

System and Process Management:

• • Utilise ServiceM8 for booking templates and invoicing templates.
  • Ensure that all jobs are entered and followed through according to company procedures.
  • Liaise with builders and supervisors as needed to resolve scheduling or administrative issues. 

Skills & Experience:

• Relevant Degree or equivalent in related skills
• Proven experience in administration roles, preferably in a construction or service industry.
• Familiarity with ServiceM8 (experience with the latest version preferred).
• Proficiency in Xero for invoicing and reconciliation.
• Exceptional attention to detail and organizational skills.
• Ability to work independently and follow established procedures.
• Strong English written and ommunication skills .

Additional Information:

• No phone reception work required; all communication is done via email and system follow-ups.
• You will work closely with the supervisors to ensure smooth coordination of jobs and processes.
• The role involves minimal direct communication with clients; your primary focus will be on the administrative backend.