Trade Operations Administrator

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: TYPE OF WORK

Full Time

: SALARY

$10/hr - $15/hr

: HOURS PER WEEK

40

: DATE UPDATED

Aug 7, 2026

JOB OVERVIEW

About the Role

We're hiring a Trade Operations Administrator to run the daily rhythm of a maintenance and repair operation serving real estate agencies and their tenants across Queensland. This role sits at the center of a fast-moving trade office, working the inboxes, coordinating field staff, booking and confirming jobs, notifying tenants, and keeping KPI tracking current. You'll be the primary point of contact for tenants, agencies, and tradespeople throughout the day, keeping jobs moving and giving local leadership room to focus on the bigger picture.

This is a dedicated, full-time position built for meaningful impact, stability, and long-term growth. You'll own the operational heartbeat of the business, with training on our internal tools and a clear path to expand your responsibilities as trust builds.

Responsibilities

- Inbox management: Work the main email inbox and enquiries inbox to zero at the start of the day, after lunch, and before sign-off. Enter new enquiries into Tradify and follow up on anything still open.
- Tenant communication: Answer tenant phone calls and text messages, and divert the work phone to the local team at the end of each day.
- Scheduling: Build the daily job schedule and assign jobs to the right tradesperson, then send entry notices to tenants ahead of scheduled work and confirmation emails for H&U and TBG jobs.
- Job readiness: Confirm every job carries the details the tradesperson needs before arriving, including quote instructions, job notes, whether the tenant will be home, lockbox codes, and any special order materials or equipment.
- Reschedules: Reschedule or cancel jobs when plans change, and text affected tenants the same day.
- Staff coordination: Call each tradesperson individually every morning to check how the day looks, flag urgent jobs, and catch problems early. Report back in the daily sync meeting with anything that needs a decision.
- Access and logistics: Arrange key pickups, lockbox codes, and tool collection with agencies and staff.
- Agency relationships: Email agencies about keys to be collected and lockbox codes. Call agencies about outstanding invoices and quotes, confirm payment dates, resend anything that went missing, and explain where pending quotes stand.
- Reporting and data: Update invoice, work order, and quote KPIs in the Real Estate Database and KPI sheet. Add new agencies, property managers, and email addresses to the same database. KPI sheets should be current every Monday.
- Agency outreach: Run outreach emails to agencies by region using approved templates and BCC format.
- AI-assisted drafting: Use Claude AI to draft entry notices and routine emails, then review and approve each one before it goes out.
- End-of-day checklist: Sign off only after confirming both inboxes are empty, keys and lockbox codes are sorted and recorded in every job description, and any incomplete job has been rescheduled with the tenant texted.
- First 90 days: Both inboxes cleared three times a day without prompting, entry notices and job confirmations going out on schedule with no missed tenants, and scheduling and follow-up owned end-to-end.

Requirements

- Clear spoken and written English, as this role speaks with Australian tenants and property managers by phone every day (must-have)
- Comfortable making outbound calls to tenants, tradespeople, and agency staff (must-have)
- Follows a schedule and a checklist without being reminded, and flags immediately when something is behind (must-have)
- Available to start the workday at 7:30 AM Brisbane time (must-have)
- Willing to learn new software quickly and ask questions when a process is unclear (must-have)
- Customer service, dispatch, property management, or trade office experience preferred

Tools You'll Use

- Docs & Spreadsheets: Google Sheets, Google Docs, and Outlook (must-have)
- Job Management & Field Ops: Tradify, Connecteam, and XeroMe (training provided)
- AI Drafting: Claude AI

Benefits

- Competitive salary
- Paid holidays
- Paid wellness days
- Health & wellness allowance
- Monthly profit sharing
- Real opportunity for long-term growth
- Continuous upskilling in AI and trade operations coordination

SKILL REQUIREMENT

Real Estate

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Trade Operations Administrator

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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