Administration & Operations Coordinator (AU Plumbing)

Position Title: Administration & Operations Coordinator
Schedule: Monday – Friday, 9:00 am - 5:30 pm ACT, AU Time or 7:00 AM – 3:30 PM PH Time
Holiday to follow: ACT, AU Holidays
Workdays: Mon - Fri
Work Set-up: Work From Home
Work Details: Full-time
About Our Client
Our client is a well-established plumbing, drainage, gas fitting, and air conditioning business servicing residential and commercial customers throughout Canberra and surrounding areas. They pride themselves on clear communication, transparency, and delivering high-quality trade solutions, from emergency repairs to high-end renovations. They are looking for a highly organised, clear communicator, with a strong administrative background and comfortable with online systems Personal Administrative Assistant to streamline our administrative workflow, keep our team organised, and elevate our client facing operations.
Position Overview
This is a hands-on administrative role that is central to the smooth running of the business. You will directly support the business Manager by managing communications primarily via email, job and task management, preparing quotes, financial job workflow, compliance standards and lodging of government permits. The ideal candidate will have 2–3 years of experience in an administrative role within the plumbing, construction, or trades industry and possess a strong familiarity with specialised trade software Aroflo.
Key Responsibilities
· Email & Calendar Management: Monitor and manage business email inboxes and calendars, prioritising customer enquiries, flagging high-value commercial tender opportunities, and ensuring all communications are organised and actioned promptly.
· Work Scheduling & Coordination: Schedule and coordinate daily jobs for technicians using AroFlo, ensuring efficient routing, job allocation, prioritisation, and clear communication between the office and field team.
· Customer & Job Management: Maintain accurate customer records, update job statuses, create work orders, and manage job workflows through AroFlo or an equivalent job management system.
· Client & Supplier Relations: Act as a professional point of contact for customers, primarily via email and occasionally by phone, including booking service appointments and liaising with suppliers regarding materials, orders, and deliveries.
· Estimating & Quoting Support: Assist the Manager with preparing quotes, tenders, and estimates by gathering job information, supplier pricing, and material requirements. The ability to read plans and understand project requirements for estimating is highly desirable.
· Bookkeeping & Financial Administration: Assist with day-to-day accounts administration using Xero and AroFlo, including generating invoices, entering supplier bills, tracking payments, and following up outstanding accounts.
· Website & Social Media Management: Support the business’s online presence by maintaining and updating website and social media content, preparing a schedule of posts, and creating content covering relevant business services, projects, and updates.
· General Administration & Compliance: Maintain organised electronic records, compliance documentation, customer files, certificates, supplier information, and internal reports in line with existing business systems and processes, with a strong focus on accuracy and attention to detail.
Required Qualifications & Skills:
· Experience: 2–3 years of experience in an administrative or operations support role, ideally within the plumbing, HVAC, electrical, or general construction industry.
· Software Proficiency:
o Strong working knowledge of Xero for bookkeeping and financial administration.
o Hands-on experience with AroFlo or equivalent trade/job management software.
· Communication: Exceptional written and verbal communication skills, with the ability to communicate professionally with tradespeople, suppliers, customers, and other stakeholders.
· Organisation & Time Management: Strong attention to detail, multitasking, and prioritisation skills, with the ability to work effectively in a fast-paced environment where priorities can change quickly.
· Technology Skills: Confident using websites, cloud-based systems, online platforms, and social media tools, with the ability to adapt to new software and technologies.
Perks & Benefits:
· Company-provided desktop/laptop with back-up internet.
· HMO from day one.
· 15 Vacation + 5 Sick Leaves.
· Annual performance reviews.
· Employee loan facilities.
· Fun company events with prizes and recognition.
Join Us & Earn a ₱10,000 Sign-On Bonus!
In addition to competitive compensation and career growth opportunities, new hires may qualify for a ₱10,000 sign-on bonus after meeting employment requirements.

Work arrangement
Yes