About the Company:
A trusted Sydney-based electrical and security company specializing in intercoms, alarms, CCTV, and access control systems for multi-unit residential buildings. With a long-standing reputation for quality and reliability, the business is now modernizing its back-end operations to improve quoting turnaround times and customer experience.
To support this transition, the company is seeking a highly skilled Senior Quoting & Administrative Assistant to work closely with the management team. This role will play a pivotal part in maintaining quoting accuracy, streamlining admin processes, and ensuring the company continues to grow efficiently as a key team member transitions into retirement.
Key Responsibilities (Prioritized):
- Prepare, update, and issue accurate quotes and proposal documents for electrical and security projects using ServiceM8, Microsoft Word, and Excel.
- Translate supplier pricing and labour costs into polished client proposals, ensuring all details are clear and professional.
- Update and maintain the pricing catalogue (currently in Excel and ServiceM8), ensuring all materials and labour rates reflect current supplier costs.
- Process and issue invoices in QuickBooks, cross-checking job completion details from ServiceM8.
- Follow up on sent invoices via phone and email to improve conversion rates and ensure no opportunity is missed.
- Assist in reconciling supplier invoices and purchase orders, ensuring pricing accuracy and clear record keeping.
- Monitor and respond to client and supplier emails, filtering and prioritizing messages for the management team.
- Support workflow optimization identify ways to streamline quoting, invoicing, and file management between ServiceM8 and QuickBooks.
- Provide light phone support, taking or returning calls when management is unavailable, ensuring clients are acknowledged and call-backs are scheduled.
- Oversee and mentor the existing junior VA, providing guidance, quality checks, and task follow-ups as required.
- Assist with customer correspondence such as job confirmations, quote clarifications, and follow-up updates.
- Handle ad hoc administrative support (document management, supplier research, client file updates).
- Optional (secondary priority): Support basic social media updates (Facebook and Instagram) and follow up on Google reviews to improve brand presence.
Qualifications (Prioritized):
Must-Haves:
Nice-to-Haves:
Work Setup & Schedule:
- Full-time role (approx. 40 hours per week) aligned with Sydney business hours (AEST/AEDT).
- Remote-based position supporting the team in Australia.
- Long-term opportunity with potential to grow into a senior admin or operations support role as the business scales.
Perks and Benefits
- Competitive salary + signing bonus
- 13th month pay & annual leave credits
- Government benefits + HMO after 6 months (client approval)
- Monthly catch-ups with free meals
- Birthday perks & anniversary bonus
- Virtual parties & face-to-face gatherings
- Continuous training & upskilling opportunities
- A dedicated manager to support you not just match and go.
