Trades Admin, Servicem8, Xero & Ai Builder Experience (Au Client)

Mintrix Business Advisory; Metro Manila; Remote; PHP 360,000 - 480,000; Full time

Job summary

Mintrix Business Advisory is seeking an experienced Virtual Assistant to support administrative and operational needs for a trades or service-based business. The role requires strong English communication, 5+ years of admin experience, and familiarity with AI tools, AI Builder, and workflow automation.

You will manage job administration, customer communications, email follow-ups, and Xero-related tasks while identifying opportunities to streamline workflows and implement AI-powered processes for

Qualifications

• Minimum 5 years of professional administrative experience.
• Excellent written and spoken English communication skills.
• Experience with AI tools, preferably AI Builder and workflow automation.
• Strong organisational and time-management skills.
• Excellent attention to detail and proactive mindset.
• Ability to learn new systems and follow procedures.

Responsibilities

• Manage and update work orders, job records, and customer information in ServiceM8.
• Monitor job progress, coordinate follow-ups, and ensure tasks are actioned promptly.
• Communicate professionally with customers regarding updates and follow-ups.
• Maintain accurate administrative records.
• Monitor incoming emails, respond to enquiries, and follow up on outstanding matters.
• Assist with Xero tasks and financial record-keeping.
• Set up and manage automated Google review requests and improve workflows.
• Explore AI Builder and automation to streamline processes and reduce manual data entry.

Skills

English proficiency

Proactive mindset

Time management

Attention to detail

Customer communications

Tools

ServiceM8

Xero

AI Builder

Workflow automation

Job description

About the Role

We are seeking an experienced, organised, and proactive Virtual Assistant to support the administrative and operational needs of a trades or service-based business.

The ideal candidate will have at least 5 years of administrative experience, excellent written and spoken English communication skills, and experience with AI tools, particularly AI Builder and workflow automation.

You will be responsible for managing job administration, customer communications, email follow-ups, and Xero-related tasks. You will also help identify opportunities to streamline workflows, improve efficiency, and implement AI-powered solutions to support business growth.

This role is suited to someone who takes initiative, pays close attention to detail, and can confidently manage routine tasks with minimal supervision.

Key Responsibilities

Trades Administration and Job Management

• Manage and update work orders, job records, and customer information in ServiceM8.

• Monitor job progress, coordinate follow-ups, and ensure outstanding tasks are actioned promptly.

• Communicate professionally with customers regarding job updates, enquiries, and follow-ups.

• Maintain accurate and up-to-date administrative records.

Email and Customer Support

• Monitor and manage incoming emails, respond to enquiries, and follow up on outstanding matters.

• Prioritise emails and identify tasks that can be actioned independently without waiting for instructions.

• Maintain professional, timely, and clear communication with customers and internal stakeholders.

• Ensure customer requests and follow-up actions are tracked through to completion.

Xero and Financial Administration

• Assist with Xero-related administrative tasks and financial record-keeping.

• Support the preparation of back-costing reports and related documentation.

• Help maintain accurate records to support financial reporting and business operations.

Customer Reviews and Automation

• Set up and manage automated Google review requests.

• Monitor the review-request process and identify opportunities to improve customer engagement.

• Assist with automating repetitive administrative tasks and improving existing workflows.

AI Builder, AI Tools and Process Improvement

• Use AI Builder and other relevant AI tools to streamline administrative processes and improve business efficiency.

• Identify opportunities to automate repetitive tasks and reduce manual data entry.

• Assist with developing and maintaining automated workflows and AI-powered business processes.

• Explore practical applications of AI to improve job management, email handling, reporting, and general administration.

• Document and improve workflows to support consistent, efficient business operations.

Skills and Experience

Essential requirements

• Minimum 5 years of professional administrative experience.

• Excellent written and spoken English, with strong email-writing and customer communication skills.

• Experience with AI tools, preferably including AI Builder and workflow automation.

• Strong organisational and time-management skills, with the ability to manage competing priorities.

• Excellent attention to detail and a commitment to maintaining accurate records.

• A proactive mindset, with the confidence to take ownership of tasks and follow through without constant supervision.

• Ability to learn new systems, follow procedures, and identify opportunities for improvement.

Highly desirable

• Practical experience with AI Builder, including developing or supporting automated workflows.

• Previous experience supporting trades, construction, maintenance, or other service-based businesses.

• Hands-on experience with ServiceM8 or similar job-management software.

• Experience using Xero for bookkeeping or financial administration.

• Familiarity with Google Business Profile, automated Google review requests, and productivity tools.

What We Are Looking For

We are looking for someone who does more than simply complete assigned tasks. You should be able to identify what needs to be done, communicate clearly, follow up proactively, and help the business operate more efficiently.

The successful candidate will be confident managing emails and work orders, comfortable using technology, and capable of identifying opportunities to improve processes through AI Builder and automation.