Operations Assistant (024-1125)

Looking for Philippines-based candidates

Job Role: Operations Assistant

Compensation range: $1,200 AUD - $1,500 AUD / Monthly

Engagement type: Independent Contractor Agreement

Work Schedule: This role is expected to align with the AU business hours (approx. 8 AM - 4 PM, Monday to Friday) for collaboration, but as a contractor, you’ll have flexibility in how you manage your time.

Who We Are: At Hunt St, we help Australian companies hire top remote talent in the Philippines. For this role, you will be engaged directly by the client as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote so you'll be able to work from home.

Who The Client Is: Our client is a growing Australian building maintenance company based in Sydney. We provide reactive and planned maintenance services across commercial, industrial, retail, strata and government facilities.

Our clients include some of Australia's leading property owners and facility managers, and we pride ourselves on delivering responsive service, quality workmanship and excellent communication.

As we continue to grow, we are looking for an experienced Operations & Administration Coordinator who can become a key member of our team and help manage the day-to-day operations of the business.

Role Overview: This is a varied and fast-paced role that requires someone who enjoys organisation, problem-solving and customer service.

You will be responsible for coordinating technicians, scheduling maintenance works, communicating with clients, preparing invoices and quotations, managing administration tasks and ensuring jobs are completed efficiently.

The successful applicant will become one of the key operational contacts within the business and will work closely with the Managing Director and Project Manager.

Key Responsibilities: 

• Answer inbound phone calls and respond to customer enquiries professionally and promptly.
• Coordinate and manage daily job schedules for field staff.
• Liaise with customers to confirm appointments, provide updates, and address general enquiries.
• Coordinate with technicians to ensure schedules are accurate and jobs are completed on time.
• Assist with invoicing and general administrative tasks.
• Maintain accurate job records, customer information, and operational documentation.
• Monitor calendars and prioritise urgent scheduling changes when required.
• Communicate effectively with both customers and internal team members to keep operations running smoothly.
• Provide general operational support to the business owners and assist with process improvements as the company continues to grow.

Requirements

Required Skills and Qualifications:

• Previous experience in an Operations Assistant, Administrative Assistant, Scheduler, Virtual Assistant, or similar coordination role.
• Excellent organisational and time management skills with the ability to manage multiple priorities.
• Confident handling inbound and outbound phone calls with strong customer service skills.
• Strong written and verbal English communication skills.
• High attention to detail and ability to work independently.
• Comfortable using scheduling systems, calendars, email, and Microsoft Office or Google Workspace.
• Proactive, resourceful, and able to solve problems with minimal supervision.
• Experience supporting a trades, construction, maintenance, or service-based business is highly regarded but not essential.

Essential Skills & Experience

• Previous experience in an Operations Coordinator, Scheduler, Office Manager, Service Coordinator or Executive Assistant role.
• Experience using ServiceM8.
• Experience using Xero.
• Previous experience scheduling field technicians or tradespeople.
• Excellent written and spoken English.
• Outstanding customer service and professional telephone manner.
• Strong organisational and time management skills.
• High attention to detail.
• Ability to multitask and work in a fast-paced environment.
• Confident using Microsoft Office and Google Workspace.
• Ability to work independently with minimal supervision.

Highly Desirable

• Experience working for a building maintenance, facilities management, construction or trades business.
• Experience preparing quotations and invoices.
• Understanding of Australian customer service expectations.
• Experience coordinating multiple technicians across numerous jobs each day.
• Knowledge of purchase orders, work orders and facility management systems.

Personal Attributes

We are looking for someone who is:

• Highly organised.
• Reliable and dependable.
• Professional and well presented.
• A strong communicator.
• Calm under pressure.
• Proactive and takes ownership.
• Solutions-focused.
• Able to build strong relationships with clients and staff.
• Comfortable making decisions and managing competing priorities.

What Success Looks Like

• Customers receive prompt, professional communication.
• Technicians have efficient and well-planned schedules.
• Jobs are entered and managed accurately in ServiceM8.
• Invoices and administration are completed on time.
• Clients receive regular updates throughout each job.
• The management team can focus on growing the business while daily operations run efficiently.

Work Arrangement

This is a long-term remote position working directly with the client.

Successful applicants will be expected to:

• Disclose any existing clients or ongoing employment.
• Have a reliable high-speed internet connection and dedicated home office.
• Be available during Australian business hours.
• Reflect this engagement on LinkedIn as an Independent Contractor.

Why Join?

• Long-term career opportunity with a growing Australian company.
• Work closely with an experienced leadership team.
• Be trusted to take ownership and make a real impact on the business.
• Support a friendly team that values communication, accountability and quality.
• Opportunity to grow into a senior operations role as the business continues to expand.