Operations & Admin Specialist for Smooth Service Delivery

Virtual Assistant Team; Idaho Falls (ID); On-site; USD 42,000 - 54,000; Full time

Job summary

Virtual Assistant Team is seeking an Operations and Administrative Coordinator to support daily workflows for a growing service business by managing communication, scheduling, compliance tasks, and platform operations. This role ensures that work orders, client communication, and internal processes run smoothly, allowing the business owner to stay focused on high-level tasks and service delivery.

The ideal candidate demonstrates meticulous organization, strong written and verbal communication,

Qualifications

• Strong attention to detail
• Excellent organizational skills
• Comfortable managing multiple tasks and priorities remotely
• Confident communicator with a friendly, professional tone
• Experience with ServiceM8 (or willingness to learn quickly)
• Reliable, proactive, and able to work independently
• Familiar with basic social media posting and content coordination.

Responsibilities

• Monitor incoming emails and ensure no messages are missed.
• Draft and send replies to clients, tenants, suppliers, and partners.
• Follow up on outstanding messages and keep threads organized.
• Provide clear, friendly communication reflecting the company’s brand and service standards.
• Upload work orders, quotes, and job details into ServiceM8 and maintain records.
• Create new jobs from inquiries, referrals, or new project requests.
• Schedule work orders and quotes into the calendar based on urgency and availability.
• Communicate with tenants and clients to confirm access, details and times.
• Build daily run sheets for employees to ensure smooth operations.
• Prepare and submit Form 4s to QBCC and track compliance deadlines.
• Assist in setting up, improving, and maintaining ServiceM8 workflows and automations.
• Help manage the business’s social media page and content ideas.

Job description

Virtual Assistant Team is seeking an Operations and Administrative Coordinator to support daily workflows for a growing service business by managing communication, scheduling, compliance tasks, and platform operations. This role ensures that work orders, client communication, and internal processes run smoothly, allowing the business owner to stay focused on high-level tasks and service delivery.

The ideal candidate demonstrates meticulous organization, strong written and verbal communication,