Administration Coordinator (Electrical Contracting / Trade Services)

Outsourced Staff; Philippines; On-site; PHP 223,000 - 391,000; Full time

Job summary

Outsourced Staff in the Philippines seeks an Administration Coordinator for Electrical Contracting / Trade Services. This role supports the Director and Operations Manager, handling enquiries, records, SOPs, and compliance, with tasks guided by procedures and lookup tables.

The successful candidate will work full-time during Australian business hours, maintain ServiceM8 forms and templates, manage client and site records, and contribute to continuous improvement using Claude and other AI tools.

Qualifications

• 3+ years in virtual/operations administration.
• Full-time alignment with Australian business hours (AEST).
• Strong written English for customer emails.
• Process-driven with documented procedures.
• Experience with Claude is highly desirable.
• Familiarity with Trello, Google Workspace.

Responsibilities

• Triage enquiries and create jobs in ServiceM8.
• Maintain client/site records and templates.
• Draft SOPs and record walkthrough videos.
• Maintain licences, insurance and compliance registers.
• Support continuous improvement with AI tools (Claude and others).
• Phase two tasks may include quoting, scheduling and purchasing when applicable.

Skills

Virtual assistant

Executive assistant

Operations administration

Written English

Process-driven

Organised

Attention to detail

Claude experience

Tools

ServiceM8

Trello

Loom

Google Workspace

Job description

Administration Coordinator (Electrical Contracting / Trade Services)

Company : Outsourced Staff Job Type : Full Time Philippines

Job Description - Administration Coordinator (Electrical Contracting / Trade Services)

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 elevate 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