Client Operations Coordinator (Virtual) Part-Time (20 hrs/week) | Remote | Philippines-Based | Long-Term Opportunity

About Us:

Amalgamated Building Solutions (ABS) is a Sydney-based building and renovation company with over 25 years of experience. We specialise in timber window installation and repair, door installation and repair, flooring, decking, pergolas, and full home and commercial renovations.
We're a family-owned business with a strong reputation across Sydney for quality craftsmanship, honest communication, and reliable service.

Visit us: ----------

The Role:

We're looking for a sharp, proactive Client Operations Coordinator to run our back office — handling lead management, job coordination, client follow-ups, quote tracking, and invoicing admin. You'll work directly with our senior team using our core tools: Gmail, ServiceMate (Service M8), and Xero.

This is not a basic data entry role. We want someone who thinks critically, prioritises high-value work, and takes ownership of outcomes.

This starts at 20 hours per week with a clear path to full-time for the right person.

What You'll Do:

Lead Management:

- Monitor and triage incoming leads via Gmail
- Assess and prioritise leads based on value and opportunity
- Flag high-priority leads and escalate appropriately
- Update lead status in ServiceMate

Job Coordination:

- Create and update jobs in ServiceMate
- Coordinate estimation visits and installations with the senior team
- Ensure jobs are dispatched and booked correctly after scheduling
- Follow up with clients on pending quotes

Quoting Support:

- Check quote preparation status daily
- Assist with preparing and finalising quotes
- Track quote approval and follow up at 4-day and 7-day marks

Invoicing & Finance Admin:

- Customise and send invoices via Service Mate
- Monitor invoice payment status daily
- Flag overdue payments promptly
- Assist with materials reconciliation

General Admin:

- Maintain organised job records across Gmail and ServiceMate
- Update task lists and ensure nothing falls through the cracks
- Order and coordinate materials as directed

What We're Looking For:

Must Have:

- Previous experience as a VA or admin for a trades, construction, or field service business
- Comfortable with Gmail and Google Workspace
- Experience with job management software (ServiceMate / Service M8 preferred, or similar: Tradify, simPRO, Fergus)
- Experience with Xero or similar accounting software
- Strong written English — professional client-facing communication
- Highly organised with sharp attention to detail
- Customer Service Skills

Available 9:00 AM – 1:00 PM Philippines time (PHT), Monday to Friday — this is a hard requirement

Nice to Have:

- Experience working with Australian clients
- Background in building, construction, or trades admin

Hours & Pay:

Hours: 20 hours/week (9:00 AM – 1:00 PM PHT, Mon–Fri)
Rate: PHP 550/hr
Pay cycle: Fortnightly
Payment method: GCash
Growth path: Full-time opportunity for the right person

What We Offer:

We believe that when our team is set up to succeed, our clients get the best possible experience. Here's what working with ABS looks like:

- Structured Onboarding & Continuous Training Your first two weeks are dedicated to getting you confident and capable. We'll walk you through every tool, process, and workflow — nothing is thrown at you cold. Beyond onboarding, we invest in your ongoing development with a personal learning budget so you can build skills that grow with the role.

- Consistent Support You won't be left to figure things out alone. You'll have direct access to our senior team, regular check-ins, and a clear escalation path whenever you need guidance. We communicate openly and honestly, and we expect the same in return.

- Australian Public Holidays — Paid You observe Australian public holidays. When Australia isn't working, neither are you — and you're paid for it.

- No Overtime Pressure — Ever Your hours are your hours. We don't expect or ask for overtime. If a situation ever arises where extra time is genuinely needed, this will always be discussed with you first and compensated separately at an agreed rate. Your time outside of 9 AM–1 PM PHT is yours.

- Clear Path to Full-Time This role starts at 20 hours per week, but we're building something long-term. The right person will have every opportunity to grow into a full-time position as the business expands.

- Community Giving Program As part of the ABS team, you'll be invited to participate in our ongoing donation program supporting disadvantaged children in the Philippines. You nominate a cause or charity that matters to you — ABS provides the funds for you to carry out meaningful activities in your community. This isn't a future promise — it's already running with our current team.

- A Business You Can Be Proud to Represent ABS has 25+ years of craftsmanship behind it, a strong reputation, and clients who trust us. You'll be the voice and operational engine behind a business that genuinely delivers — and that matters.

Our Relationship with the Philippines:

We deeply value our relationship with the Philippines and the incredible people we've had the privilege of working with. As part of our team, you won't just be doing a job — you'll be part of a community we genuinely care about.

ABS runs an ongoing donation program supporting disadvantaged children in the Philippines. Our tea ---------- mbers nominate a cause or charity close to their heart, and ABS provides the funds for them to carry out meaningful activities in their community. This program is already active with our current freelancers, and we'd love our new Client Operations Coordinator to be part of it.

How to Apply:

Your application must include:

- Your CV / resume
- A short paragraph (5–8 sentences) explaining your experience with trades or field service admin - your response will be screened for AI generated content. Please be original
- A list of software tools you've used (job management, accounting, CRM)
- Confirmation that you are available 9:00 AM – 1:00 PM PHT, Monday to Friday
- A Loom video — maximum 6 minutes (see below)

Loom Video Instructions:

Record a Loom video ( ---------- — free to use) of no more than 6 minutes. You must screen share for the entire video — no face-only recordings. We want to see how you work, not just hear you talk.

Your video must cover the following:

- Introduce yourself briefly — 2 minutes maximum. Who you are and your relevant background.
- Live tool demonstration — Open a job management, CRM, or accounting tool you actually use and walk us through a real workflow. Show us how you'd create a job, update a status, or process an invoice. We are not looking for a perfect system — we are looking to see that you are genuinely comfortable working inside these tools.
- Live inbox or task management walk-through — Show us how you currently organise your work. Open your email, task list, or wherever you manage your day and walk us through your actual setup. This tells us more about how you think than any answer to a question would.
- Do not prepare a script. Do not narrate a hypothetical. Show us real screens and real work habits. Applications where the screen share is absent or where the candidate is clearly reading from notes will not proceed.
- The Loom video is your first impression. It tells us whether you're genuinely comfortable with technology and whether you take initiative — not just follow instructions. Applications without a Loom video will not be considered.

Applicants who cannot confirm availability for 9:00 AM – 1:00 PM PHT, Monday to Friday will not proceed.