About this Administration Coordinator (Electrical Contracting / Trade Services) role at Outsourcedstaff
About the Company
Our client is an established Australian electrical contracting business, trading since 2014. Revenue is split roughly evenly across facilities maintenance for schools, hospitals, aged care providers and strata, alongside residential and commercial electrical work. Beyond core electrical work, the business also delivers split system and ducted air conditioning, pneumatic tube systems (Swisslog and Lamson), security and access control (Gallagher), and TV and data cabling.
The team runs three vans, three qualified electricians and three apprentices, with a Director who splits time between the office and the field. The business is run on Christian faith and values, which shape how customers, staff and suppliers are treated.
About the Role
This is a single, foundational back-office role: one person holding the administration of a business that is currently run out of two people's heads, working closely with the Director and the Operations Manager.
This role is never asked to make a technical or trade call. Every decision point is supported by a lookup table, a written procedure, or a named person to escalate to — if something needs an electrician's judgement, it goes to the Operations Manager. Nothing goes out to a customer that the Director has not seen.
Primary Purpose
To hold and run the day-to-day administration of the business — enquiries, records and compliance registers — accurately and on time, and to help build the systems, procedures and templates that let the business run without depending on any one person's memory.
Key Responsibilities
Enquiries & Job Setup
Triage incoming enquiries (enquiries inbox and Gmail) and forward them to create jobs in ServiceM8
Check new enquiries against existing customer records to avoid duplicates
Chase the photos and questions a job needs before it can be quoted
Records & Systems
Maintain ServiceM8 forms and job templates
Maintain client and site records
Maintain the Trello boards and card hygiene
Documentation
Draft and maintain standard operating procedures (SOPs) — the Director reviews and signs off
Record walkthrough videos (Loom) for key processes
Compliance & Registers
Maintain a register of who holds which licence, ticket and clearance, with expiry dates
Maintain insurances and client compliance portals
Support Working With Children Checks and police checks for relevant sites
Renew workers compensation and obtain the certificate of currency
Projects & Continuous Improvement
Support the Director on projects that make the business run better — identifying what is slow, duplicated or missing, and fixing it (frequently using Claude and other AI tools)
Projects happen once standing work is complete, not instead of it
Phase Two (Introduced Later, Not at the Start)
Once phase one is running smoothly — expected from around November — the role may expand to include quoting, scheduling, purchasing, vehicle and asset administration, and marketing administration. Nothing in phase two lands until phase one is running properly.
Qualifications and Experience
Required Experience
3+ years' experience as a virtual assistant, executive assistant, or in an operations/administration role
Able to work full time on core hours aligned to Australian business hours (8:00am–4:00pm AEST)
Required Skills
Process-driven — writes the procedure down the second time a task is done
Highly organised — holds the list and notices what has been dropped
Careful and accurate — meticulous with data entry, records and detail; small errors compound in administrative work
Comfortable asking rather than guessing
Strong written English — customer emails go out in the business's name
Highly Desirable
Real, hands-on experience with Claude — Claude Code, files and projects, connecting it to other systems. This is the single factor most likely to make an application stand out
Prior experience in an operations role, or supporting business operations more broadly
Experience creating or writing SOPs (standard operating procedures)
ServiceM8 experience — an advantage, not a requirement; full training is provided
A background in a trade, construction or field services business
Familiarity with Trello, Google Workspace, or similar systems
