Electrical Operations Administrator

Position: ELECTRICAL OPERATIONS ADMINISTRATOR

Salary range: Php 86,000/month (The final amount will be at the the client discretion basing on the candidate’s skills and experience.)

Working Hours: Following AU business hours

Work set-up: 100% Remote work under Independent Contractor Agreement

Holidays: AU Holidays

Recruitment process: possible multiple client interviews and an assessment

About the Company & Role

Our client is an Australian-based electrical contracting and renewable energy services provider specialising in electrical works and solar installation projects across residential, commercial, and infrastructure sectors. The business delivers a range of electrical and solar solutions, supported by a team of field technicians and office personnel who work together to ensure projects are completed efficiently and professionally. They are currently seeking an experienced Electrical Operations Administrator to provide essential administrative and operational support, ensuring the smooth coordination of daily business activities. In this role, you will oversee job administration, maintain operational records, coordinate with electricians and field personnel, manage customer communications, and assist with invoicing and accounts administration. You will also be responsible for keeping job management systems and customer records updated, following up on outstanding documentation, and ensuring that important administrative tasks are completed on time. The ideal candidate has previous experience supporting an electrical contracting or solar installation business, understands trades-related workflows, and can confidently manage competing priorities while working independently in a remote environment.

Key Responsibilities

1. Job Administration & Operations Coordination

• Create, update, and maintain job records in AroFlo, including job statuses, supporting documents, site photos, and compliance paperwork.
• Coordinate with electricians and field personnel to collect outstanding timesheets, service reports, job documentation, and completion sign-offs.
• Monitor job records and ensure all required information and documentation are complete and accurate.
• Assist with crew scheduling, customer bookings, and appointment coordination.
• Support materials ordering and liaise with suppliers to ensure materials are available for scheduled jobs.
• Monitor outstanding tasks and follow up to ensure operational deadlines are met.

2. Invoicing & Accounts Administration

• Prepare and issue customer invoices based on completed jobs, timesheets, and established billing procedures.
• Follow up on outstanding and overdue invoices and maintain accurate payment records.
• Perform basic financial data entry and transaction recording using Xero.
• Coordinate with the bookkeeper regarding invoice discrepancies, missing documentation, and other accounts-related matters.
• Ensure invoicing records and supporting documents are properly maintained.

3. Customer Communication & CRM Management

• Handle routine customer communications, including booking confirmations, appointment reminders, and job progress updates.
• Respond to general customer enquiries professionally and promptly, referring technical concerns to the appropriate team members.
• Maintain accurate customer information, contact records, follow-up activities, and sales opportunities in GoHighLevel.
• Monitor CRM activities and ensure customer enquiries and follow-up tasks are addressed promptly.
• Communicate effectively with Australian customers, electricians, suppliers, and internal stakeholders.

4. Administrative Processes & Continuous Improvement

• Develop, document, and maintain standard operating procedures and administrative workflows.
• Identify opportunities to improve existing processes, increase efficiency, and minimise missed tasks.
• Maintain organised digital records and ensure information is accurate and accessible.
• Use AI-powered tools to support administrative documentation, reporting, and process improvements while ensuring accuracy.
• Provide general administrative and operational support to management as required.

Requirements

About the Company & Role

Our client is an Australian-based electrical contracting and renewable energy services provider specialising in electrical works and solar installation projects across residential, commercial, and infrastructure sectors. The business delivers a range of electrical and solar solutions, supported by a team of field technicians and office personnel who work together to ensure projects are completed efficiently and professionally. They are currently seeking an experienced Electrical Operations Administrator to provide essential administrative and operational support, ensuring the smooth coordination of daily business activities. In this role, you will oversee job administration, maintain operational records, coordinate with electricians and field personnel, manage customer communications, and assist with invoicing and accounts administration. You will also be responsible for keeping job management systems and customer records updated, following up on outstanding documentation, and ensuring that important administrative tasks are completed on time. The ideal candidate has previous experience supporting an electrical contracting or solar installation business, understands trades-related workflows, and can confidently manage competing priorities while working independently in a remote environment.

Key Responsibilities

1. Job Administration & Operations Coordination

• Create, update, and maintain job records in AroFlo, including job statuses, supporting documents, site photos, and compliance paperwork.
• Coordinate with electricians and field personnel to collect outstanding timesheets, service reports, job documentation, and completion sign-offs.
• Monitor job records and ensure all required information and documentation are complete and accurate.
• Assist with crew scheduling, customer bookings, and appointment coordination.
• Support materials ordering and liaise with suppliers to ensure materials are available for scheduled jobs.
• Monitor outstanding tasks and follow up to ensure operational deadlines are met.

2. Invoicing & Accounts Administration

• Prepare and issue customer invoices based on completed jobs, timesheets, and established billing procedures.
• Follow up on outstanding and overdue invoices and maintain accurate payment records.
• Perform basic financial data entry and transaction recording using Xero.
• Coordinate with the bookkeeper regarding invoice discrepancies, missing documentation, and other accounts-related matters.
• Ensure invoicing records and supporting documents are properly maintained.

3. Customer Communication & CRM Management

• Handle routine customer communications, including booking confirmations, appointment reminders, and job progress updates.
• Respond to general customer enquiries professionally and promptly, referring technical concerns to the appropriate team members.
• Maintain accurate customer information, contact records, follow-up activities, and sales opportunities in GoHighLevel.
• Monitor CRM activities and ensure customer enquiries and follow-up tasks are addressed promptly.
• Communicate effectively with Australian customers, electricians, suppliers, and internal stakeholders.

4. Administrative Processes & Continuous Improvement

• Develop, document, and maintain standard operating procedures and administrative workflows.
• Identify opportunities to improve existing processes, increase efficiency, and minimise missed tasks.
• Maintain organised digital records and ensure information is accurate and accessible.
• Use AI-powered tools to support administrative documentation, reporting, and process improvements while ensuring accuracy.
• Provide general administrative and operational support to management as required.

Qualifications & Requirements

• Previous experience in an administrative or operations support role within an electrical contracting, solar installation, or closely related trades business is required.
• Practical understanding of electrical or solar industry workflows, including job bookings, field staff coordination, compliance documentation, and invoicing.
• Experience coordinating with electricians, technicians, field personnel, or trades teams.
• Strong written and verbal English communication skills, with the ability to communicate confidently with Australian customers and stakeholders.
• Experience handling invoices, administrative records, job documentation, and customer information.
• Excellent organisational and time-management skills, with the ability to manage multiple priorities and deadlines.
• Strong attention to detail and the ability to identify missing information and proactively follow up on outstanding tasks.
• Ability to work independently, demonstrate initiative, and take ownership of responsibilities in a remote working environment.
• Comfortable using digital platforms, cloud-based systems, and AI-powered productivity tools.

Preferred Skills & Software

• AroFlo – Field service management, job tracking, and operational coordination.
• Xero – Basic invoicing, financial data entry, and accounts administration.
• GoHighLevel – CRM management, customer records, follow-ups, and sales pipeline tracking.
• Microsoft Office or Google Workspace – Documentation, spreadsheets, reporting, and administrative tasks.
• AI-powered productivity tools – Administrative support, documentation, and workflow improvement.