Administrative Operations Manager

Direct message the job poster from BruntWork

Recruitment Sourcing Officer | Talent Acquisition Strategist | Candidate Pipeline Expert | HR Professional

• Schedule: Monday to Friday, 8am - 5pm with 1 hour unpaid break | Australian Eastern Time
• Work Arrangement: Work from home

Side note: Since this is a permanent work-from-home position and an "Independent Contractor" arrangement, the candidates must have their own computer and internet connection. They will handle their own benefits and taxes. The professional fees are on hourly rates and the rate depends on your performance in the application process.

• Manage daily email filtering and responses using existing Outlook filing system, maintaining under 10 actionable emails and striving for inbox zero
• Screen and filter incoming phone calls, utilizing software tools to rank and prioritize communications, escalating only critical matters requiring founder attention
• Coordinate daily scheduling for subcontractors, materials delivery, and internal/external client confirmations
• Support estimation processes by following up with part-time estimator on delivery commitments and deadlines
• Assist with variation estimate processes including sketch preparation, documentation, and support tasks
• Manage CRM pipeline during transition to APB Smarter websites platform, ensuring maximum utilization of system features
• Filter and qualify incoming leads to identify genuine prospects versus tire-kickers
• Support social media marketing initiatives and lead generation activities
• Maintain consistent marketing activities and publications during peak operational hours
• Create and maintain standard operating procedures (SOPs) and checklists for all business processes
• Track costs and project allocations accurately in existing Excel systems (with potential migration to other platforms)
• Ensure proactive communication with clients regarding project updates and potential delays
• Upload and organize position descriptions and business documents in Trello for team access

• Reduce founder's email management time from 100% to 15-20% through effective triage system
• Eliminate spam calls (currently 30+ daily) and filter only legitimate calls requiring founder attention
• Achieve same-day email response times with maximum 10 actionable items in inbox
• Complete daily scheduling tasks without requiring founder's evening time blocks
• Ensure estimation delivery times are consistently met through proactive follow-up
• Process variation estimates within 24-48 hour turnaround time
• Establish and maintain lead qualification process to improve sales efficiency
• Maximize utilization of existing software subscriptions (Thrive, APB Smarter websites)
• Create comprehensive SOP library starting with own role blueprint, expanding to all business processes
• Support business growth during 8-12 week onboarding and integration period
• Work within 10-80-10 framework: receive 10% guidance from founder, execute 80% independently, provide 10% back for final review

• Strong experience with email management systems, particularly Outlook
• Excellent communication skills for phone screening and client interaction
• Experience with CRM systems and willingness to learn new platforms (APB Smarter websites/Thrive)
• Proficiency in Excel for cost tracking and project management
• Experience with project management tools like Trello
• Understanding of construction/building industry terminology and processes preferred
• Ability to create detailed process documentation and SOPs
• Strong organizational skills and attention to detail
• Proactive communication style with ability to anticipate client needs
• Experience with lead qualification and basic marketing support
• Comfortable with screen recording tools (Komodo) for process documentation
• Australian business hours availability
• Permanent work from home
• Immediate hiring