Senior Quoting & Administrative Assistant 251021_WSEC at Healthy Living

, New South Wales, Australia -

Full Time

Start Date

Immediate

Expiry Date

22 Mar, 26

Salary

0.0

Posted On

22 Dec, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

ServiceM8, Quoting, Job Management, Proposal Creation, QuickBooks, Microsoft Office Suite, Attention To Detail, Communication, Workflow Optimization, Administrative Support, Client Correspondence, Document Management, Supplier Research, Pricing Catalog Maintenance, Mentoring, Social Media Updates

Industry

Outsourcing and Offshoring Consulting

Description

About the Company: A trusted Sydney-based electrical and security company specializing in intercoms, alarms, CCTV, and access control systems for multi-unit residential buildings. With a long-standing reputation for quality and reliability, the business is now modernizing its back-end operations to improve quoting turnaround times and customer experience. To support this transition, the company is seeking a highly skilled Senior Quoting & Administrative Assistant to work closely with the management team. This role will play a pivotal part in maintaining quoting accuracy, streamlining admin processes, and ensuring the company continues to grow efficiently as a key team member transitions into retirement. Key Responsibilities (Prioritized): Prepare, update, and issue accurate quotes and proposal documents for electrical and security projects using ServiceM8, Microsoft Word, and Excel. Translate supplier pricing and labour costs into polished client proposals, ensuring all details are clear and professional. Update and maintain the pricing catalogue (currently in Excel and ServiceM8), ensuring all materials and labour rates reflect current supplier costs. Process and issue invoices in QuickBooks, cross-checking job completion details from ServiceM8. Follow up on sent invoices via phone and email to improve conversion rates and ensure no opportunity is missed. Assist in reconciling supplier invoices and purchase orders, ensuring pricing accuracy and clear record keeping. Monitor and respond to client and supplier emails, filtering and prioritizing messages for the management team. Support workflow optimization identify ways to streamline quoting, invoicing, and file management between ServiceM8 and QuickBooks. Provide light phone support, taking or returning calls when management is unavailable, ensuring clients are acknowledged and call-backs are scheduled. Oversee and mentor the existing junior VA, providing guidance, quality checks, and task follow-ups as required. Assist with customer correspondence such as job confirmations, quote clarifications, and follow-up updates. Handle ad hoc administrative support (document management, supplier research, client file updates). Optional (secondary priority): Support basic social media updates (Facebook and Instagram) and follow up on Google reviews to improve brand presence. Qualifications (Prioritized): Must-Haves: Strong working knowledge of ServiceM8 (quoting, job management, proposal creation). Proven experience in administrative, quoting, or estimating support within a construction, electrical, or building services business. Proficiency in QuickBooks and Microsoft Office Suite, especially Word and Excel. Excellent written and spoken English communication with the ability to correspond professionally with clients and suppliers. Strong attention to detail able to check costs, units, and descriptions meticulously. Solid understanding of end-to-end job workflows from quote to invoice. Reliable computer setup with a stable internet connection and backup power options. Nice-to-Haves: Experience creating or maintaining pricing databases or supplier catalogs. Familiarity with integrating ServiceM8 with accounting platforms (QuickBooks or Xero). Prior experience working with Australian trade businesses. Understanding of basic electrical or security product components (intercoms, alarms, CCTV, etc.). Experience managing or overseeing another administrative support person or VA. Preferred Characteristics: Proactive and independent anticipates needs, finds answers, and takes initiative. Analytical and detail-oriented ensures accuracy in every number, link, and line item. Dependable and consistent manages deadlines and communicates clearly on progress. Process-driven comfortable following SOPs but confident enough to suggest improvements. Professional communicator represents the company with warmth and clarity in client and supplier interactions. Tech-savvy and resourceful eager to learn and optimize systems (ServiceM8, QuickBooks, Excel). Team-minded collaborates smoothly with management, technicians, and fellow VAs. Calm under pressure able to handle multiple quotes, invoices, and follow-ups efficiently. Work Setup & Schedule: Full-time role (approx. 40 hours per week) aligned with Sydney business hours (AEST/AEDT). Remote-based position supporting the team in Australia. Long-term opportunity with potential to grow into a senior admin or operations support role as the business scales. Perks and Benefits Competitive salary + signing bonus 13th month pay & annual leave credits Government benefits + HMO after 6 months (client approval) Monthly catch-ups with free meals Birthday perks & anniversary bonus Virtual parties & face-to-face gatherings Continuous training & upskilling opportunities A dedicated manager to support you not just match and go.

Responsibilities

The Senior Quoting & Administrative Assistant will prepare and issue accurate quotes and proposals for electrical and security projects while streamlining administrative processes. This role also involves maintaining pricing accuracy and supporting the management team during a key transition.