WFH ServiceM8 & Xero Operations Administrator

BruntWork; Metro Manila; Remote; PHP 2,299,000 - 3,449,000; Full time

Benefits offered by this job

Health Insurance Coverage for eligible

Immediate hiring

Permanent work from home

Job summary

BruntWork in the Philippines is seeking a ServiceM8 & Xero Operations Administrator to streamline operations and financial health. You will own admin tasks, clear backlogs, and implement robust processes for scalable growth, helping the owner achieve better work-life balance.

The role focuses on invoicing, communications with clients and suppliers, and SOP development. A home-based, independent contractor arrangement with USD pay is possible for qualified candidates.

Qualifications

• Proven experience in administrative or operational support roles.
• Proficiency with ServiceM8 and Xero is highly preferred.
• Strong organizational skills and meticulous attention to detail.
• Excellent written and verbal communication for clients and suppliers.

Responsibilities

• Backlog management: clear 15–20 unbilled jobs and invoice within 24 hours.
• AR management: identify overdue invoices and follow up.
• Reconcile payments to keep records accurate.
• Manage main email inbox and triage inquiries.
• Coordinate plumbing jobs with clients, tenants, and real estate agents.
• Coordinate with suppliers for parts and deliveries.
• Log quote requests and chase outstanding quotes for high-value projects.
• Maximize ServiceM8 usage for tracking and client communications.
• Document workflows and create SOPs for recurring tasks.
• Develop a searchable knowledge base of operational details.

Skills

Administrative support

Organizational skills

Communication skills

Multitasking

Tools

ServiceM8

Xero

Job description

Job Overview

Our client is looking for a ServiceM8 & Xero Operations Administrator. This role is pivotal in transforming the operational efficiency and financial health of the business. By taking ownership of critical administrative and financial tasks, the ServiceM8 & Xero Operations Administrator will directly contribute to clearing significant financial backlogs, streamlining client communications, and establishing robust processes for future growth. This position is essential for improving the owner's work-life balance, reducing business stress, and setting the foundational framework for the business's scalable expansion.

Schedule

• Monday - Friday, 8:00 AM - 5:00 PM AEST (40 work hours per week)

Responsibilities

• Systematically manage and clear the existing backlog of 15–20 unbilled jobs and ensure all new jobs are invoiced accurately and promptly (within 24 hours of completion) using ServiceM8/Xero.

• Proactively manage accounts receivable, identifying overdue invoices (including the current $80,000 backlog) and initiating follow-up communications.

• Reconcile payments received to maintain accurate financial records.

• Manage the main email inbox, triaging messages, responding to routine inquiries, and flagging urgent communications.

• Coordinate and schedule plumbing jobs with clients, tenants, and real estate agents via ServiceM8, ensuring timely follow-ups for scheduling responses.

• Coordinate with suppliers for part orders and deliveries, then schedule necessary follow-up work with clients.

• Log all incoming quote requests, track their status, and prepare follow-up communications for outstanding quotes, including high-value projects.

• Maximize the utilization of ServiceM8 for all job tracking, client communication, and operational data, ensuring accuracy and completeness.

• Document existing administrative workflows (e.g., invoicing, scheduling, and client follow-ups) and create comprehensive Standard Operating Procedures (SOPs) for all recurring tasks.

• Develop and maintain a searchable knowledge base for key operational details and common scenarios.

Requirements

• Proven experience in administrative or operational support roles, preferably in a trades or service-based business.

• Proficiency with business management software; direct experience with ServiceM8 and Xero is highly preferred.

• Exceptional organizational skills and meticulous attention to detail, with a strong ability to manage multiple priorities and deadlines.

• Proactive and clear communication skills, both written and verbal, for client and supplier interactions.

*Pay can be received in USD if you have a USD account.

Independent Contractor Perks

• Permanent work from home

• Immediate hiring

• Health Insurance Coverage for eligible locations