Service M8 Specialist

2 days ago

Work from Home, Philippines Grounded Leadership Full time ₱370 per year

Company Overview

The Grounded Leadership partners with businesses across industries to provide top-tier talent solutions. For this role, we are hiring on behalf of our client in the trade and electrical services industry, who is seeking an experienced Virtual Assistant to support operations with a focus on ServiceM8 setup and management.

Job Summary

We are seeking a proactive and detail-oriented Operations Assistant with hands-on expertise in ServiceM8. The successful candidate will be responsible for setting up, maintaining, and streamlining workflows in ServiceM8 while supporting day-to-day operations such as scheduling, client coordination, and invoicing. This role also involves using Xero for financial support tasks and ensuring smooth communication between field staff, management, and clients.

Roles & Responsibilities

  • Set up and optimize ServiceM8 workflows, including job management, scheduling, quoting, invoicing, and reporting.
  • Assist the facility/property manager with organizing trade schedules, SWMS documentation, and compliance requirements.
  • Support daily operations of the electrical business, ensuring smooth communication between tradespeople and clients.
  • Update and manage records for jobs, work orders, and client information.
  • Generate and reconcile invoices using Xero.
  • Maintain and update templates, checklists, and SOPs to improve efficiency.
  • Provide administrative support, including email management, calendar scheduling, and client follow-ups.
  • Ensure timely and professional communication with clients and internal stakeholders.

Non-Negotiables

  • Proven experience in ServiceM8 setup, management, and optimization.
  • Previous VA/Operations Assistant experience in the trade, electrical, or property management sector.
  • Familiarity with Xero for invoicing and financial support.
  • Strong organizational and multitasking skills.
  • Excellent verbal and written communication skills in English.
  • Ability to work independently and handle time-sensitive tasks with accuracy.

Preferred Qualifications

  • Knowledge of facility management or property management operations.
  • Experience handling SWMS (Safe Work Method Statements) and compliance documentation.
  • Background in supporting trade businesses (electrical, plumbing, construction, etc.).
  • Strong problem-solving and workflow improvement mindset.

Goals & Timeline

  • 1 Month: Complete ServiceM8 setup and customization for the business. Gain familiarity with existing workflows and assist with job scheduling.
  • 3 Months: Independently manage ServiceM8 operations, including invoicing, scheduling, and reporting. Provide consistent support in day-to-day operations.
  • 6 Months: Improve efficiency of ServiceM8 processes, ensure compliance with SWMS requirements, and streamline communication between tradespeople and clients.
  • 9 Months: Operate as a trusted operations partner, ensuring smooth back-end systems for the business and proactive support for scaling operations.

KPIs & Targets

  • Complete ServiceM8 setup within the first month.
  • Maintain 95%+ accuracy in scheduling, invoicing, and reporting.
  • Ensure 100% compliance for SWMS and trade documentation.
  • Respond to client and internal communication within agreed timeframes (e.g.,

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