Job Description
We are seeking a highly organized and proactive Executive Assistant to support our administrative, customer service, and financial operations. This role requires a detail-oriented, tech-savvy professional who can efficiently manage tasks across multiple business functions.
The ideal candidate should have excellent communication skills, the ability to multitask effectively, and a proactive, inquisitive mindset. They must be adaptable, eager to learn new systems quickly, and open to working on weekends.
Job Title
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Executive Assistant & Admin Support
Work Schedule
- Day Shift
Job Qualifications/Requirements
- Experience in Job Management Systems (e.g., ServiceTitan, Dext, etc.).
- Background in customer service and call handling.
- Knowledge of Google Sheets and data entry best practices.
- Experience using CRM tools and basic Canva skills for presentations.
- Fluent in English (Written & Verbal): Must have clear communication skills.
- Multi-Skilled: Comfortable handling administrative, financial, customer service, and marketing tasks.
- Strong Systems Experience: Proficiency in ServiceTitan (or similar job management programs) & familiarity with QuickBooks is a plus.
- Confident Phone Manner: Ability to handle customer interactions professionally and effectively.
- Proactive & Inquisitive: Willing to ask questions, suggest improvements, and add value to the team.
- Weekend Availability: Must be available for weekend work.
- Quick Learner (“Sponge Mentality”): Open to learning new systems and adapting quickly.
Job Responsibilities
- Manage incoming phone calls (5-7 PM AEDT & weekends) – answer inquiries, schedule jobs, and oversee job bookings.
- Monitor and respond to live chat & Facebook messages.
- Track and respond to online customer reviews – acknowledge feedback and track staff performance.
- Maintain the On-Call Plumber Roster to ensure proper scheduling.
- Assist with staff birthday messages and acknowledgments.
- Create and maintain the Call Centre Process Manual for efficiency.
- Assist with basic bookkeeping tasks (QuickBooks preferred but not essential).
- Process timesheets & check overtime in the job management program.
- Calculate travel allowances & bonus payments.
- Process purchase orders and maintain financial records.
- Upload new job contracts to the system (Google Sheets).
- Apply for workplace awards.
- Prepare & submit compliance certificates (data entry).
- Generate monthly reports for key business metrics (CCTV warranty checks, TMV services, hot water follow-ups).
- Track Rheem/Rinnai rebate eligibility and maintain records.
- Create plumbing reports and track essential business metrics.
- Organize and clean up email inboxes – sort, flag, and respond as needed.
- Identify & fix duplicate CRM entries for efficiency.
- Maintain a Van Servicing & Maintenance List to track service schedules.
Good luck and God Bless!