About the Role
We are looking for a highly resilient and organized administrative assistant to be the central nervous system of our daily business. This role is far more than just \"admin\"; you will be responsible for the end-to-end lifecycle of our projects, balancing the needs of high-profile stakeholders, the realities of field-team schedules, and the expectations of residents.
The ideal candidate thrives in a \"no two days are the same\" environment and possesses the rare ability to be both a strategic problem-solver and a detail-oriented administrator.
Note: This is a dynamic role that requires flexibility. You will primarily support our core operations but will also pivot to provide operational and administrative support to our partner business as required, ensuring seamless service delivery across both entities.
Key Responsibilities
* Stakeholder Management & Communication
o Act as the primary, professional point of contact for high-profile clients and residents.
o Expertly manage and reset expectations when timelines shift, ensuring all parties feel heard and respected.
o Distill complex technical updates from the field into clear, jargon-free progress reports for clients.
* Operational Logistics & Workflow Mastery
o Route and plan jobs with maximum efficiency, ensuring field teams are utilized effectively and client deadlines are met.
o Maintain a \"calm in the storm\" approach to an ever-changing workflow, re-prioritizing tasks in real-time as emergencies or changes arise.
o Act as the vital link between the office and field technicians, ensuring every job has clear instructions and the right documentation.
* Process Improvement & Problem Solving
o Troubleshoot operational bottlenecks and project issues autonomously, knowing exactly when to solve a problem and when to escalate.
o Identify inefficiencies in current workflows and proactively propose/implement changes to save time or improve service quality.
* Financial & Data Integrity
o Take full ownership of the invoicing process, ensuring 100% accuracy in billing and client financial records.
o Generate and analyse job performance and compliance reports to ensure we are meeting industry standards and internal KPIs.
o Ensure all backend operations are kept up-to-date with real-time accuracy.
Required Skills & Experience
* High proficiency in Google Workspace (Docs, Sheets, Drive) and a strong preference for experience in ServiceM8 or similar Field Service Management software.
* Experience in a high-volume, compliance-heavy environment (e.g., trades, property services, or logistics).
* Exceptional verbal and written skills, with a focus on professional diplomacy.
* A keen eye for detail regarding compliance and financial data.
Ready to take the lead in a fast-paced, rewarding environment? If you are a proactive problem-solver who thrives on variety and high-level organization, we want to hear from you. Join a team that values your initiative and rewards your dedication to excellence.