Administrative Operations Coordinator

We are seeking a highly skilled Business Operations Coordinator to join our team. As a key member of our operations department, you will play a critical role in ensuring the smooth day-to-day functioning of our business.

This is a full-time permanent work-from-home position that requires strong organizational and communication skills, as well as experience with email management systems, CRM software, and project management tools.

Responsibilities:

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

Requirements:

• Email Management Experience: Strong experience with email management systems, particularly Outlook.
• Communication Skills: Excellent communication skills for phone screening and client interaction.
• Crm Software Knowledge: Experience with CRM systems and willingness to learn new platforms (APB Smarter websites/Thrive).
• Excel Proficiency: Proficiency in Excel for cost tracking and project management.
• Project Management Tools: Experience with project management tools like Trello.
• Construction Industry Terminology: Understanding of construction/building industry terminology and processes preferred.
• Documentation Skills: Ability to create detailed process documentation and SOPs.
• Organizational Skills: Strong organizational skills and attention to detail.
• Proactive Communication: Proactive communication style with ability to anticipate client needs.
• Lead Qualification: Experience with lead qualification and basic marketing support.
• Australian Business Hours: Australian business hours availability.
• Work-From-Home: Permanent work from home.
• Immediate Hiring: Immediate hiring.

Scopes:

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