Administration Coordinator (Electrical Contracting / Trade Services)

PhilippinesRemoteFull Time (Work From Home)mid

OtherCoordinator

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Quick Summary

Overview

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,

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OtherCoordinator

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

~1 min read

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.

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.

Triage incoming enquiries (enquiries inbox and Gmail) and forward them to create jobs in ServiceM8

Check new enquiries against existing customer records to avoid duplicates

Chase the photos and questions a job needs before it can be quoted

Maintain ServiceM8 forms and job templates

Maintain client and site records

Maintain the Trello boards and card hygiene

Draft and maintain standard operating procedures (SOPs) — the Director reviews and signs off

Record walkthrough videos (Loom) for key processes

Maintain a register of who holds which licence, ticket and clearance, with expiry dates

Maintain insurances and client compliance portals

Support Working With Children Checks and police checks for relevant sites

Renew workers compensation and obtain the certificate of currency

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)

Projects happen once standing work is complete, not instead of it

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.

3+ years' experience as a virtual assistant, executive assistant, or in an operations/administration role

Able to work full time on core hours aligned to Australian business hours (8:00am–4:00pm AEST)

Process-driven — writes the procedure down the second time a task is done

Highly organised — holds the list and notices what has been dropped

Careful and accurate — meticulous with data entry, records and detail; small errors compound in administrative work

Comfortable asking rather than guessing

Strong written English — customer emails go out in the business's name

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

Prior experience in an operations role, or supporting business operations more broadly

Experience creating or writing SOPs (standard operating procedures)

ServiceM8 experience — an advantage, not a requirement; full training is provided

A background in a trade, construction or field services business

Familiarity with Trello, Google Workspace, or similar systems