Administrative & Automation Coordinator

About Us
The Maids is a growing Australian cleaning business operating across Victoria’s Surf Coast, and Queensland’s Sunshine Coast. We specialise in Airbnb and holiday rental turnovers, residential cleaning, deep cleans, and end-of-lease cleans using eco-friendly products.

We are a practical, down-to-earth team that values reliability, clear systems, and looking after both our clients and cleaners.

Our operations currently run through ---------- and several third-party tools, and we are looking for someone who can help us improve these systems, automate repetitive processes, and make our day-to-day operations easier to manage as we grow.

About the Role
We are looking for a full-time Administrative & Automation Coordinator.

This role combines hands-on administration and daily operations with a strong focus on ---------- , workflow automation, and systems improvement. You will work closely with our senior admin and business owners to help manage bookings, staff schedules, client communication, operational issues, and internal systems across two regions.

A major part of this role will be looking at how we currently work and asking: “Can this be made easier, faster, or automated?”

One of our current priorities is improving our rostering and scheduling systems.

We want someone who can help us explore and build better ways for ---------- to connect with other platforms so information such as cleaner availability, job locations, booking dates, travel requirements, notifications, and schedule changes can flow between systems with less manual work.

You do not need to be a software developer, but you should be technically confident and comfortable building, testing, and troubleshooting automations.

Main Responsibilities

1. Administration & Operations
- Manage bookings, schedules, and job information
- Maintain and update staff rosters
- Coordinate cleaner availability and job assignments
- Assist with last-minute changes, cancellations, and schedule updates
- Handle incoming calls and communicate professionally with clients
- Keep cleaners, admin staff, and owners updated
- Maintain accurate operational information
- Follow up on outstanding tasks and issues
- Support general administrative duties as required
- Help ensure daily operations remain organised and on schedule

2. ---------- & Automation
This is a key part of the role; You will help us improve how ---------- is used across the business.
Responsibilities may include:
- Build and improve ---------- boards and workflows
- Create and maintain ---------- automations
- Build forms, dashboards, notifications, and reporting systems
- Connect ---------- with other apps and platforms
- Use tools such as Make, Zapier, or similar automation platforms
- Identify repetitive administrative work that can be automated
- Improve how information moves between bookings, rosters, cleaners, admin, and owners
- Automate reminders, notifications, status changes, and follow-ups
- Explore better ways to manage staff rostering and job allocation
- Reduce duplicate data entry between different systems
- Troubleshoot automations when something stops working
- Document workflows and create simple SOPs for the team

3. Social Media Support
Social media is part of the role, but it is not the main priority. We would ideally like someone who can also assist with:
- Canva graphics
- Simple Reels or short-form videos using CapCut
- Caption writing
- Scheduling posts / Content calendars
- Organising photos and videos
- Basic engagement and performance tracking
- Promotional, recruitment, and seasonal content

What We’re Looking For
- Strong administrative and organisational skills
- Hands-on ---------- experience
- Practical experience building automations or workflow rules
- Experience with Make, Zapier, or similar integration tools
- Experience connecting different apps or platforms
- Strong problem-solving ability
- Experience improving inefficient or repetitive processes
- Confidence working with spreadsheets, forms, dashboards, and databases
- Experience with staff scheduling, rostering, bookings, dispatch, or operations
- Strong written and spoken English
- Confidence handling client calls
- Ability to work independently and take ownership
- Technical curiosity and willingness to troubleshoot problems
- Reliable internet connection and a quiet workspace

Experience with Airbnb, property management, hospitality, cleaning, or another field-service business is highly valued.

Bonus Skills
- Social media management, Canva, CapCut, Meta Business Suite, WordPress, CRM systems, Airtable, ClickUp, Notion, Asana, GoHighLevel, Google Workspace, and reporting/dashboard experience.

Priority Skills
Candidates will be prioritised based on:
- Automation and app integrations
- Advanced ---------- experience
- Administration and operations
- Rostering and scheduling systems
- Problem-solving and process improvement
- Client communication
- Social media and content creation
- Website and other digital tools

Work Schedule
- Full-time
- Five days per week
- Long-term position
- Must be available during agreed Australian business hours

Salary
- $5.00 to $7.50 USD per hour, depending on experience, automation ability, and technical skills.

How to Apply
At the top of your application, write: Maids Admin & Automation – [Your Name]

Please include:
- Your resume or CV
- A short introduction of 3–6 sentences
- Your experience with ----------
- Your experience with Make, Zapier, or other automation platforms
- One specific automation you personally built
- What triggered the automation
- Which platforms were connected
- What happened automatically
- One example of a manual process you improved
- Any experience with rostering, scheduling, bookings, or field teams
- Your social media experience, if applicable
- Links or screenshots of automations, ---------- boards, dashboards, workflows, or social media work you can share
- Your expected hourly rate
- Your availability to start

Please do not simply tell us that you are a fast learner or willing to learn automation. We are specifically looking for candidates who already have practical experience building workflows or automations.

Applications that clearly demonstrate hands-on automation, ---------- , and systems experience will be prioritised.

We are looking for someone organised, proactive, technically curious, and comfortable taking ownership of both daily administration and ongoing system improvements.