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Business Operations Coordinator

Job Description

The CEO is a hands-on owner-operator with deep client relationships and a strong vision for growth. Right now, administration consumes the vast majority of their time — time that should be spent on-site with clients and growing the business.

That’s where you come in. You will become the CEO’s second brain and right hand: owning their inbox, their schedule, the job pipeline, and the invoicing admin — and progressively bringing order, structure, and documented systems to a business that currently has very few.

This is not a junior PA role. Because the business was recently acquired with a limited handover, many answers simply don’t exist yet — you will help find them, create them, and document them. We are looking for a senior, switched-on, self-directed professional who has organised messy businesses before, who can process large amounts of scattered information, and who has the confidence to build systems, hold them firmly, and (respectfully) push back when needed.

A word of honesty: you will largely direct your own work. The CEO won’t hand you a task list each morning — the inbox, the board, and the job pipeline will tell you what needs doing, and we’ll trust you to act on it. If you need daily instructions, this isn’t your role. If you’ve always wanted the trust and autonomy to just fix things — it is.

Job Title

  • Business Operations Coordinator

Work Schedule
  • Day Shift
Job Qualifications/Requirements
  • 4+ years’ experience as an Executive Assistant, senior Virtual Assistant, or operations/admin all-rounder — including direct support of a business owner or small business, ideally one you helped organise from chaos.
  • Excellent written and spoken English, with a clear, easy-to-understand accent; able to draft client-facing emails independently and communicate smoothly in daily working sessions.
  • Strong working knowledge of Google Workspace (Gmail, Calendar, Drive, Docs, Sheets).
  • Experience with Trello or a similar task/project board — and the discipline to keep it current every single day.
  • Experience with Xero (or similar) for invoicing, payment follow-up, and basic finance admin.
  • Proven experience creating SOPs, checklists, and process documentation.
  • Able to think through how an automation should work end-to-end (trigger, steps, exceptions) — even if you learn the platform on the job.
  • A demonstrated fast learner of new software — some of our tools are niche and clunky, and you’ll master them anyway.
  • Exceptional organisational skills and attention to detail — you can process large volumes of scattered information and turn it into order.
  • High initiative and comfort with ambiguity: able to make sensible judgement calls, dig for answers, and escalate clearly when needed.
  • Reliable full-time availability during Australian Eastern business hours.
  • Nice-to-Have (tell us if you have these):
    ● Hands-on GoHighLevel experience, or another CRM/automation platform (basic or highlevel familiarity is a great start — training courses are available).
    ● Hands-on use of AI tools (ChatGPT, Claude, or similar) in your daily work.
    ● Notion experience
    ● Bookkeeping or accounts-receivable background
    ● Experience supporting an Australian business, or a trades/compliance/field-services business.
    ● Experience creating SOP videos (e.g. Loom)
    ● Team leadership experience — this role can grow into leading a small VA team.
Job Responsibilities
  • Inbox & Communications (a top priority):
    ● Take full ownership of the business inbox: triage daily, keep it at (or near) zero, and make sure nothing falls through the cracks
    ● Convert actionable emails into Trello cards so the task board — not the inbox — drives the work.
    ● Draft and send routine client and supplier emails on the owner’s behalf, in clear, professional written English.
    ● Turn the owner’s quick voice notes or rough drafts into polished, concise correspondence.
    ● Clear the historical email backlog and consolidate the client folder structure.
  • Planning, Scheduling & Job Pipeline:
    ● Own and maintain the Trello board as the single source of truth: keep cards current, triage new items daily, and plan the following week every Friday.
    ● Book confirmed jobs into an actual calendar — coordinating site visits, audits, drills, and training sessions, and batching jobs by location where possible.
    ● Manage the owner’s calendar and, over time, coordinate visibility of the field contractor’s schedule.
    ● Create and update jobs in the industry audit software so field staff have what they need before every site visit.
    ● Act as the accountability layer: help the owner start each day with a clear, realistic plan and stay anchored to it.
  • Invoicing & Finance Administration:
    ● Prepare and send invoices in Xero, including staged invoicing on large jobs (deposit up front, balance on completion).
    ● Track outstanding invoices and follow up with clients for payment, professionally and persistently.
    ● Investigate and resolve invoice queries and discrepancies.
    ● Complete supplier onboarding and registration forms.
    ● Liaise with the bookkeeper and accountant, ensuring they receive documents and answers promptly.
  • Quoting & Pricing Support:
    ● Prepare and send quotes, and track every pending quote through to a decision.
    ● Maintain the master pricing sheet as service costs are researched and confirmed.
    ● Chase missing scope details from clients so quotes are accurate the first time.
  • Files, Documents & Organisation:
    ● Bring structure to the company’s file storage (Dropbox migrating to Google Drive): one clear, searchable system.
    ● Manage the certificate workflow for training courses — track submissions, confirm returns, and forward certificates to clients with the right records.
    ● Coordinate practical document logistics (e.g. arranging printing of client manuals and binders).
    ● Keep signage templates and client records organised and easy to find.
  • Systems, SOPs & Automation:
    ● Document business processes into clear SOPs as you learn them — the business currently has almost none, and you will build this library from scratch.
    ● Build step-by-step checklists for every service and job type (fire audits, drills, warden training, first aid coordination, signage, evacuation plans) so nothing is ever missed on any job.
    ● Support the rollout of the GoHighLevel CRM: import and clean client data, and help set up automated reminders for recurring annual services.
    ● Help design and build the annual renewal engine: automated yearly quotes to every existing client when their fire audits, training, or licences fall due — a flagship project for this role.
    ● Use AI tools (ChatGPT, Claude, etc.) daily to work faster and smarter, and help identify where AI and automation can replace manual work.
    ● Contribute ideas — you’ll be encouraged to improve processes, not just follow them.

To Apply, please create your profile at app.wrkpod.com for your application as this is part of the new application process, and click this link for the job details: here

All successful applicants will be stationed in our office at ILOILO CITY.

Good luck and God Bless!