Office Manager (016 - 1387)

Hunt St Pty Ltd; Philippines; À distance; PHP 980 000 - 1 470 000; Temps partiel

Résumé du poste

Hunt St Pty Ltd is seeking an Office Manager (Systems & Operations) based in the Philippines for a remote independent contractor engagement. You will drive the design and implementation of office systems, ensuring efficient workflows and scalable processes across the business.

As the primary owner of AI-driven automation, system integrations, and data integrity, you will collaborate with an Australian client to streamline operations, improve reporting, and maintain security and access controls

Qualifications

• Proven experience in office management or operations.
• Strong technical mindset with experience building and integrating systems.
• Experience with AI automation and API integrations.
• Hands-on with ServiceM8 and Xero.

Responsabilités

• Build and improve office systems, workflows, and SOPs.
• Test and improve system integrations with AI automation.
• Configure ServiceM8 roles, templates, and forms.
• Manage invoicing and payments in Xero.
• Provide weekly status reports and proactive issue flagging.
• Communicate confidently with team and customers by phone.

Connaissances

Office management

Systems administration

AI automation

APIs & integrations

Communication skills

Outils

ServiceM8

Xero

Description du poste

Looking for Philippines-based candidates

Job Role: Office Manager

Compensation range: $2,000AUD - $3,000 AUD / Monthly

Engagement type: Independent Contractor Agreement

Work Schedule: This role is expected to align with the AU business hours (approx. 9 AM - 5 PM, Monday to Friday) for collaboration, but as a contractor, you’ll have flexibility in how you manage your time.

Who We Are: At Hunt St, we help Australian companies hire top remote talent in the Philippines. For this role, you will be engaged directly by the client as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote so you'll be able to work from home.

Who The Client Is: A Gold Coast-based metal roofing business with a small team of roofers, specialising in full re-roofs, roof repairs, leak services, and maintenance.

Role Overview: The Office Manager (Systems & Operations) will help build the business's office and operational systems from the ground up, with a strong focus on technology, AI automation, systems integration, and process improvement.

Key Responsibilities

Systems, AI Automation & Process Improvement

• Build and improve office systems, workflows, processes, and SOPs from the ground up
• Work alongside the external AI systems provider to test, troubleshoot, document, and improve system integrations and automated workflows
• 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 once approved
• Troubleshoot system and workflow issues and develop practical solutions
• Document systems, automations, processes, and SOPs, and train team members on their use
• Continuously review and improve systems for efficiency, accuracy, and scalability

Day-to-day Operations

• Monitor enquiries, quotes, bookings, and job progress to keep work moving
• 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, work independently, and proactively flag issues
• Communicate confidently with the team and customers by phone when required
• Follow approval and security requirements when managing systems, customer information, pricing, and company records
• Maintain appropriate access controls and protect confidential information, including passwords, payment details, customer data, and job records

Requirements

Required Skills and Qualifications

• 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, with the ability to apply them to real business processes rather than simply use them for basic tasks
• 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

Work Arrangement & Expectations

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)