Office Manager

• Build and improve office systems, workflows, processes, and SOPs from the ground up
• Test, troubleshoot, document, and improve system integrations and automated workflows with the external AI systems provider
• Identify and implement opportunities using AI, automation, APIs, and integrations to reduce manual work and improve efficiency
• Configure and maintain ServiceM8, including staff roles, job types, job stages, templates, and forms
• Set up and test the quote-to-invoice workflow and Xero integration
• Troubleshoot system and workflow issues and develop practical solutions
• Document systems, automations, processes, and SOPs, and train team members
• Continuously review and improve systems for efficiency, accuracy, and scalability
• Monitor enquiries, quotes, bookings, and job progress
• Maintain accurate job information, photos, documentation, and job stages
• Manage invoicing, overdue accounts, and payment reconciliation in Xero
• Prepare qualifying jobs for team bonus processing based on confirmed customer payment
• Post completed projects to social media and manage customer removal requests
• Provide weekly reports on job status, overdue invoices, and outstanding issues
• Take ownership of day-to-day operations and proactively flag issues
• Communicate with the team and customers by phone when required
• Follow approval and security requirements when managing systems, customer information, pricing, and company records
• Maintain access controls and protect confidential information, including passwords, payment details, customer data, and job records

• Philippines-based candidate
• Proven experience in office management, operations, systems administration, business systems, or a similar role
• Strong technical mindset with hands-on experience building, integrating, testing, or improving business systems and automated workflows
• Practical experience with AI automation, workflow automation, integrations, APIs, or similar technologies
• Experience using AI-assisted development or automation tools such as ChatGPT, Claude, Claude Code, or similar
• Hands-on experience with ServiceM8 or similar trade/job management software
• Working knowledge of Xero, including invoicing, payments, and bank reconciliation
• Strong ability to identify opportunities for process improvement and job automation
• Office administration experience, preferably in a trade or construction business
• Excellent written and verbal English with clear, professional communication
• Highly organised, detail-oriented, proactive, and comfortable taking ownership
• Able to build structure and systems from the ground up and improve processes as the business grows
• Basic understanding of Australian business requirements, including GST, BAS, superannuation, and payment terms
• Practical experience using AI tools such as ChatGPT, Claude, or Grok, with the ability to give clear instructions and check outputs for accuracy
• Reliable computer and internet connection
• Ability to disclose existing ongoing roles or client work
• Ability to reflect this engagement on LinkedIn as “Independent Contractor”

• 100% remote work from home
• Flexibility in how you manage your time as an independent contractor
• Daily overlap with Queensland business hours (AEST)