Operations/Admin Assistant

Role Overview

• Schedule customer appointments and coordinate installation timelines with on-the-ground teams
• Maintain accurate data across Pipedrive CRM and quoting software
• Liaise with installers and internal staff via Slack, Close, and WhatsApp to ensure smooth operations
• Manage stock coordination, ensuring materials are on-site prior to scheduled installs
• Keep Google Calendar and project tracking tools up to date
• Support the business owner with day-to-day operational tasks and communications
• Notify relevant parties of any changes, updates, or scheduling movements
• Assist with general admin and process management using Notion and Google Sheets

Requirements

• Proven experience in operations, admin, or EA roles, ideally in fast-paced or trade/service businesses
• Strong proficiency with Pipedrive, Slack, Close, Calendly, Zapier, Notion, Google Sheets, Google Calendar, and WhatsApp
• Excellent English communication skills, written and verbal; confident in client-facing interactions
• Highly organized with strong attention to detail, especially around data accuracy
• Ability to work autonomously and manage multiple priorities simultaneously
• Resilient under pressure, capable of adapting quickly in a dynamic environment
• Availability during AEST business hours (approx. 8 AM – 4 PM), with occasional early starts