Operations & Administrative Coordinator (SRS)
Role Scope
This role is critical for transforming the company's operational efficiency and directly impacting the founders' work-life balance. You will be instrumental in streamlining daily workflows, ensuring rapid client response times, and enabling strategic growth by taking ownership of core administrative and coordination functions. Your success will allow the business to scale, reduce administrative burden on leadership, and ensure quotes are booked within 12 hours, significantly improving overall compliance and scheduling.
Key Responsibilities
This role is critical for transforming the company's operational efficiency and directly impacting the founders' work-life balance. You will be instrumental in streamlining daily workflows, ensuring rapid client response times, and enabling strategic growth by taking ownership of core administrative and coordination functions. Your success will allow the business to scale, reduce administrative burden on leadership, and ensure quotes are booked within 12 hours, significantly improving overall compliance and scheduling.
Key Responsibilities
- Systematically process incoming work orders and quote requests from Strata web-based apps and the SMATA portal.
- Accurately track down contact details for clients and property managers for scheduling purposes.
- Proactively book inspection appointments for leadership, adhering to preferred quoting days and ensuring quotes are booked within 12 hours.
- Prepare and type up quotes using ServiceM8 templates, incorporating voice-to-text input and making necessary amendments, and submit through appropriate channels.
- Coordinate and schedule confirmed work orders in ServiceM8, considering team members' skill sets and job durations.
- Communicate daily schedules and job details to field technicians (Jamie, Martin, Ben F, Raj, Safi) via WhatsApp/phone.
- Coordinate material ordering and deliveries with support staff (Jake), ensuring timely arrival for scheduled jobs.
- Manage and filter the owner's email inbox, prioritizing urgent communications and drafting responses using AI tools (e.g., Fixer).
- Handle inbound and outbound phone communications for general inquiries, booking confirmations, and client updates.
- Monitor and respond to messages and follow-ups within the SMATA online portal and process messages from the AI answering service.
- Document existing administrative workflows and create comprehensive Standard Operating Procedures (SOPs) for all recurring VA-managed tasks.
- Develop and maintain a searchable knowledge base for client-specific instructions, team skill sets, and job allocation logic.
- Proven experience in an administrative or virtual assistant role, preferably within the construction, maintenance, or property management industry.
- Proficiency with scheduling and job management software such as ServiceM8 and client portals like SMATA.
- Strong command of Google Workspace, Microsoft 365, and communication tools like WhatsApp.
- Experience utilizing AI tools for communication and efficiency (e.g., Fixer.com, Grammarly).
- Exceptional organizational skills with a strong ability to manage high volumes of tasks and prioritize effectively.
- Excellent written and verbal communication skills, with keen attention to detail and professional etiquette.
- Proactive problem-solver with the ability to work independently and take initiative.
- Adept at documenting processes and creating Standard Operating Procedures (SOPs).
- Ability to quickly learn new software and adapt to evolving business needs.
- A proactive approach to identifying and implementing process improvements.
- Comfortable with and eager to leverage technology and AI tools for efficiency.
- Strong ability to work autonomously and manage multiple priorities effectively.
- Commitment to creating and maintaining detailed system documentation and SOPs.
- A genuine interest in contributing to the long-term success and growth of a dynamic business.
- Permanent work from home
- Immediate hiring
- Steady freelance job