Trade Operations Administrator. Role Overview: - You will run the daily rhythm of a maintenance and repair business that serves real estate agencies and their tenants across Queensland. - The office runs on a fixed cadence: clear the inboxes, check in with field staff, book and confirm jobs, notify tenants, and keep the KPIs current. - You will take over most of that rhythm. - During the day, you will be the main point of contact for tenants, agencies, and tradespeople. - You will keep jobs moving and free up local leadership from scheduling and follow-up. - This is a long-term, full-time placement. - You will receive training on internal tools. Responsibilities: - Clear the main and enquiries inboxes to zero three times a day: at the start of the day, after lunch, and before sign-off. - Enter new enquiries into Tradify and follow up on anything still open. - Answer tenant calls and texts. - Send entry notices ahead of scheduled work and confirmation emails for H&U and TBG jobs. - Divert the work phone to the local team at day's end. - Build the daily job schedule and assign each job to the right tradesperson. - Ensure every job has necessary details before arrival, including quote instructions, job notes, tenant availability, lockbox codes, and special-order materials or equipment. - Reschedule or cancel jobs when plans change and text affected tenants the same day. - Call each tradesperson every morning to review the day, flag urgent jobs, and catch problems early. - Bring items that need a decision to the daily sync meeting. - Arrange key pickups, lockbox codes, and tool collection with agencies and staff. - Email agencies about key collection and lockbox codes. - Call agencies about outstanding invoices and quotes to confirm payment dates, resend missing documents, and update them on pending quotes. - Run regional outreach campaigns using approved templates and BCC format. - Update invoice, work order, and quote KPIs in the Real Estate Database and KPI sheet so they are current every Monday. - Add new agencies, property managers, and contacts to the database. - Use Claude to draft entry notices and routine emails. - Review and approve every message before it goes out. - Sign off only when both inboxes are empty. - Ensure every job has its key and lockbox details recorded. - Ensure every incomplete job is rescheduled with the tenant texted. Performance Indicators: - Both inboxes are cleared three times a day without prompting. - Entry notices and job confirmations go out on schedule with no missed tenants. - You own scheduling and follow-up end to end so local leadership can step back. Qualifications: - Professional English at C1 level or higher, written and spoken. - Confidence making outbound calls to tenants, tradespeople, and agency staff. - Discipline with schedules and checklists to work through them without reminders and flag issues immediately. - Solid skills in Google Sheets, Google Docs, and Outlook. - Quick to learn new software and willing to ask when a process is unclear. - Availability to start at 7:30 AM Brisbane time. Preferred Qualifications: - Experience in customer service, dispatch, property management, or a trade office. - Experience with Tradify, Connecteam, or Xero.

Trade Operations Administrator

Emma

Responsibilities

Skills wanted:

Language(s) required:

Diego Delgado

About Assistantly LLC:

mission:

Job benefits for full-time members:

www.assistantly.com/

Admin access needed