Administrative and Operations Coordinator

Virtual Assistant Team; Idaho Falls (ID); On-site; USD 42,000 - 65,000; Full time

Job summary

Virtual Assistant Team seeks an Administrative and Operations Coordinator to manage daily business operations including job entry, finance reconciliation, scheduling, client communication, and contractor documentation. You will work across ServiceM8, Xero, Go High Level, and Canva to keep workflows running smoothly and ensure accurate data entry.

The role emphasizes detail-oriented administration, multi-system coordination, and proactive support for operational and marketing tasks, with

Qualifications

• Strong administrative and organisational skills.
• Experience with ServiceM8 and Xero (or willing to learn quickly).
• Ability to manage multiple tasks, deadlines, and systems simultaneously.
• Strong communication skills and confidence liaising with clients and contractors.
• Basic design ability using Canva for social media content.
• Comfortable working independently and maintaining accurate records.

Responsibilities

• Input new jobs into ServiceM8 from Go High Level, Office HQ emails, and phone updates.
• Create work orders in ServiceM8 from emails, spreadsheets, or client instructions.
• Set up recurring jobs from inbox requests and from previous months (catch-up required).
• Create Sitecams/reports upon quote acceptance.
• Perform manual follow-ups with clients when needed.
• Schedule emails and job communications through ServiceM8.
• Clean and maintain queues within ServiceM8 to ensure smooth workflow.
• Complete all Xero reconciliation, expense processing, and manage two payroll cycles weekly.
• Upload invoices to required platforms (e.g., Ticked Off, Trilogy Care).
• Seek subcontractor quotes and assist with procurement-related communication.
• Handle invoicing and ensure timely submission and accuracy.
• Liaise with clients through email and ServiceM8 regarding job updates, scheduling, and requirements.
• Complete contractor documentation including WAAPs and contractor forms.
• Support communication between internal teams, subcontractors, and clients.
• Create branded social media graphics and posts in Canva using raw content from folders.
• Schedule social media posts through Go High Level.
• Assist with building databases and executing email marketing tasks.

Skills

Administrative

Detail-oriented

Multitasking

Client communication

Canva basics

Workflow coordination

Tools

ServiceM8

Xero

Go High Level

Canva

Job description

Previous

Administrative and Operations Coordinator

Administrative and Operations Coordinator

Full-time

AEST (Australian Eastern Standard Time)

The Administrative and Operations Coordinator supports daily business operations by managing job entry, financial reconciliation, scheduling, client communication, contractor documentation, and basic marketing tasks. This role is ideal for someone highly organised, detail-oriented, and comfortable working across multiple systems including ServiceM8, Xero, Go High Level, and Canva. You’ll play a key part in keeping workflows running smoothly, ensuring accurate data entry, and supporting both operational and marketing functions.

Key Responsibilities

Job & Workflow Management

• Input new jobs into ServiceM8 from Go High Level, Office HQ emails, and phone updates.
• Create work orders in ServiceM8 from emails, spreadsheets, or client instructions.
• Set up recurring jobs from inbox requests and from previous months (catch-up required).
• Create Sitecams/reports upon quote acceptance.
• Perform manual follow-ups with clients when needed.
• Schedule emails and job communications through ServiceM8.
• Clean and maintain queues within ServiceM8 to ensure smooth workflow.

Finance & Administration

• Complete all Xero reconciliation, expense processing, and manage two payroll cycles weekly.
• Upload invoices to required platforms (e.g., Ticked Off, Trilogy Care).
• Seek subcontractor quotes and assist with procurement-related communication.
• Handle invoicing and ensure timely submission and accuracy.

Client & Contractor Coordination

• Liaise with clients through email and ServiceM8 regarding job updates, scheduling, and requirements.
• Complete contractor documentation including WAAPs and contractor forms.
• Support communication between internal teams, subcontractors, and clients.

Marketing & Content Support

• Create branded social media graphics and posts in Canva using raw content from folders.
• Schedule social media posts through Go High Level.
• Assist with building databases and executing email marketing tasks.

What We’re Looking For

• Strong administrative and organisational skills.
• Experience with ServiceM8 and Xero (or willingness to learn quickly).
• Ability to manage multiple tasks, deadlines, and systems simultaneously.
• Strong communication skills and confidence liaising with clients and contractors.
• Basic design ability using Canva for social media content.
• Comfortable working independently and maintaining accurate records.
• High attention to detail, especially in financial and job-entry tasks.