Admin Support Coordinator

Location: Tabuk City or surrounding Kalinga area, Philippines
Work arrangement: Full-time, work from home initially, transitioning to our future Tabuk City office
Reports to: Philippines Office Manager
About Elite Trades Australia
Elite Trades Australia is a Melbourne-based electrical and plumbing services company delivering residential, commercial, government, maintenance and energy-efficiency projects across Victoria. Our work includes electrical and plumbing services, hot-water and heat-pump installations, property upgrades, maintenance and project delivery.
We coordinate internal field teams and subcontractors through disciplined job-management, scheduling, compliance and documentation systems. Accuracy, ownership and timely escalation are essential to keeping our field operations running effectively.
About the Role
We are seeking a highly organised and detail-focused Field Service Admin Coordinator to support the administration, scheduling, documentation, and operational coordination of jobs for an Australian trades business.
You will manage jobs from the time a purchase order or confirmed booking is received through to job creation, desktop auditing, scheduling, field-worker allocation, subcontractor confirmation, variation processing, billing support, and records maintenance.
This position requires someone who takes ownership of unresolved matters, maintains accurate records, and ensures every job is properly prepared before its scheduled attendance date.
Key Responsibilities
• Same-day job creation. Create ServiceM8 job cards on the day a purchase order or confirmed booking is received; apply the correct status, including “Pending Details” where information is incomplete; and update required stakeholder and scheduling trackers without delay.
• Data integrity. Accurately enter and maintain customer, property, retailer, purchase-order and job information; create or update retailer records; and correct errors or changes immediately.
• Document control. Attach purchase orders, assessment reports, photographs, certificates and supporting evidence to the correct ServiceM8 job before it progresses, keeping ServiceM8 and all contractual trackers aligned.
• Pre-attendance desktop audits. Complete the final desktop review by the business day before attendance, covering clearances, switchboards, access, additional works, modifications, Location Insights and double-storey properties.
• Job readiness and allocation. Confirm standard jobs are booked and ready, assign next-day work across the required platforms, and verify that field workers and subcontractors can access their jobs on mobile devices.
• Escalation and queue ownership. Escalate missing, inaccessible or unassigned jobs—and any unresolved information or documentation—in the operational group and office chat; follow each issue through to resolution; and maintain the Runabout Waiting and Assigned Lists.
• Subcontractor administration. Obtain written confirmation before each subcontracted job, record it in WhatsApp, ServiceM8 and Excel, and enter the job in the Contractor Payment Tracker.
• Invoice readiness. Complete a final documentation check and prepare customer or retailer invoices only when the job record is complete, validating all charges against the purchase order, approved variations and completed works.
• Billing control. Maintain invoicing, accounts-receivable and billing trackers; identify completed but uninvoiced work; progress exceptions to resolution; and assist with invoice follow-up and outstanding-account reporting.
• Bookkeeping records. Maintain approved supplier and subcontractor records, contractor-payment information, supporting documents and basic transaction records, and provide the external bookkeeper with documentation required for reconciliations.
• Variation administration. Prepare draft variation documentation with the required photographs, reports and approvals, then update approved variations in ServiceM8 and the relevant billing records.
• Contractor invoice checks. Check subcontractor invoices against approved jobs, rates and variations, and escalate missing approvals, inconsistent amounts or incomplete evidence to the Philippines Office Manager.
• Compliance support. Organise certificates, photographs, audit evidence and job records, and flag missing, incorrect or inconsistent documentation before the job or invoice progresses.
• File and exception reporting. Maintain organised electronic files using consistent naming conventions and produce daily or weekly reports covering incomplete jobs, uninvoiced work, missing documents and unresolved data issues.
• Operational cover. Provide backup administrative support to the scheduling and customer-service functions during peak periods or staff leave.

Skills and Experience
• Proven experience in administration, job scheduling, operations coordination, or field-service support.
• Strong data-entry, Excel or Google Sheets, and record-management skills.
• Excellent attention to detail and written English.
• Experience with ServiceM8, Runabout, bookkeeping, or similar systems is desirable.
• Ability to manage deadlines, identify errors, escalate issues, and maintain accurate records.
• Reliable computer, stable internet, and availability during Australian business hours.

Performance Expectations
• New jobs must be created and entered on the same day they are received.
• Scheduled jobs must be fully audited and administratively ready by the day before attendance.
• Changes must be updated across all relevant systems immediately.
• Missing information, documents, assignments, or platform-access issues must be escalated promptly.
• No job should progress without the required documentation, checks, and confirmations.
• All operational, subcontractor, variation, billing, and bookkeeping records must remain accurate and current.

How to Apply and Location Details
Applicants should live in Tabuk City or within a practical commuting distance of Tabuk City.
This position will begin as a work-from-home role. The successful applicant must be willing and able to transition to working from our future Tabuk City office when it opens.
Please provide:
1. Your updated résumé.
2. A link to a 2–3-minute recorded video introduction using Loom, Google Drive, or a similar platform. In your video, please explain:
o Your previous administration or operations experience.
o Your experience with job scheduling, data entry, Excel, bookkeeping, or contractor coordination.
o Any experience using ServiceM8 or similar job-management software.
o How you maintain accuracy when managing multiple jobs and deadlines.
o Why you believe you are suitable for this position.
3. A screenshot of your current internet speed.
4. Details of your computer and backup internet or power arrangements.
5. A Photo of your workstation. At least 2 screens required.
6. Your availability to work Australian business hours.