Operations Coordinator / Virtual Assistant (CK)

This is a remote position.

Work Schedule: Monday to Friday 8:00am to 5:00pm Sydney Time with 1 hour unpaid break.

Job Type: Full-time

Responsibilities:

• Manage and optimize communication systems for client inquiries and follow-ups
  
• Create and maintain standard operating procedures (SOPs) for recurring business processes
  
• Handle invoice creation and management through multiple project stages
  
• Monitor and manage project profitability tracking and reporting
  
• Coordinate materials management and resource scheduling
  
• Process and track various payment stages (deposits, installments, final payments)
  
• Maintain client communication with 24-hour response time
  
• Document and systematize business processes using tools like Komodo and Trello
  
• Support schedule and resource optimization to maintain team utilization above 85%
  
• Manage project timeline tracking and completion monitoring
  
• Create and maintain monthly profitability reports and forecasts
  
• Handle email communications and maintain organized documentation
  

Scopes:

• Manage all client communication and follow-up processes
  
• Handle complete invoice lifecycle from creation to payment tracking
  
• Create and maintain all standard operating procedures
  
• Monitor and report on project profitability and forecasting
  
• Coordinate resource scheduling and materials management
  
• Support 15-20 hours per week of time savings for business owner
  
• Maintain documentation for all business processes and systems
  
• Handle all administrative aspects of project management
  

Requirements

• Strong proficiency in project management and documentation tools (Trello, Tradify)
  
• Excellent written and verbal communication skills
  
• Detail-oriented with strong organizational capabilities
  
• Experience in process documentation and SOP creation
  
• Ability to work independently and make decisions based on established values
  
• Strong problem-solving skills and ability to optimize existing processes
  
• Proficiency in email management and client communication
  
• Experience with invoice management and basic financial tracking
  
• Ability to maintain multiple payment schedules and follow-up systems
  
• Comfortable with video recording tools for process documentation (Komodo)
  

Benefits

Independent Contractor Perks

• Permanent work from home
  
• Immediate hiring
  
• Steady freelance job