Operations Support / Admin Coordinator (Simpro) (Intermediate)

Cagayan De Oro City, Misamis Oriental, Philippines

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Job Openings Operations Support / Admin Coordinator (Simpro) (Intermediate)

About the job Operations Support / Admin Coordinator (Simpro) (Intermediate)

Job Profile Form

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Hiring Profile

Question Comments

Job Title/Position

Operations Support / Admin Coordinator (Simpro)

Headcount

How many people with this

profile do you need to hire?

1 initially – with potential to scale to 2–3 as the business grows and

workload increases.

Job Responsibilities

Describe the job role and the

day to day tasks involved.

Job Responsibilities

This role supports the day-to-day operations of a Perth-based

construction company, initially assisting with Simpro system setup

and transitioning into ongoing back-of-house administration and

operations support.

Operations & Job Management – Main Role

• Create and manage jobs in Simpro, ensuring all information

is accurately uploaded

• Create and issue work orders

• Manage, organise, and correctly name all job

documentation including photos, videos, reports, and

correspondence uploaded by trades

• Prepare job completion reports

• Prepare invoices accurately and on time for manager review

and sign-off prior to sending

• Update job statuses daily and flag any delays or issues

• Assist with scheduling coordination, send reminders to

trades, and check material availability prior to job

scheduling

Quality Control & Compliance

• Review previous day's jobs to ensure all required

information has been submitted (photos, notes, hours,

checklists)

• Follow up missing or incomplete information with trades

• Assist with customer satisfaction follow-ups

Financial & Revenue Support

• Maintain accurate job cost records – uploading

invoices/costs from suppliers

• Assist with operational reporting (invoiced vs completed

jobs)

• Track and follow up outstanding invoices

Subcontractor & Workforce Management

• Send onboarding documentation and track subcontractor

insurances and expiry dates

• Maintain an up-to-date subcontractor database a

Recruitment Admin Support

• Upload job advertisements, screen resumes, assist with

interview scheduling, and support onboarding

administration

Asset & Resource Management

• Maintain asset register (vehicles, tools, equipment), track

registrations, servicing, and maintenance schedules –

advice managers when due for payment/scheduling

Communication & Inbox Management

• Assist with managing the admin inbox, prioritise emails,

file/forward emails where required

Systems & Process Improvement

• Assist with Simpro setup and optimisation, identify

workflow inefficiencies, and help develop SOPs, templates,

and checklists

Reporting

• Prepare weekly operations reports covering jobs

completed, invoiced, outstanding invoices, and missing

information; flag risks or delays early to management

Qualifications

Describe the qualifications the staff must

have in terms of skills and capabilities

• Strong administrative and organisational skills with high

attention to detail

• Ability to learn new systems quickly - Simpro experience

preferred

• Strong written and verbal communication skills in English

• Ability to manage multiple tasks

• Proactive and solution-focused mindset

• Basic understanding of invoicing and allocating costs

(preferred)

• Proficiency in Microsoft Office

Competencies/Personality

Traits

• Highly organised, structured, and reliable

• Takes initiative and ownership of tasks

• Strong attention to detail and accuracy

• Calm under pressure with strong problem-solving ability

• Clear and professional communicator

• Team player with a supportive, can-do mindset

Prior Experience

Describe the prior working experience a

candidate should have.

Experience in:

• administration, operations support, or coordination roles

(required)

• construction, trades, or service-based businesses

(preferred)

• Experience using job management systems such as Simpro,

AroFlo, ServiceM8, or similar (an advantage)

• invoicing and document management

Performance Measurement

How can we measure performance for

this job profile (KPIs/Metrics/Targets)

% of jobs with complete documentation prior to invoicing

Accuracy of job files, work orders, and data entry

Time from job completion to invoice prepared

Reduction in missing information and documentation errors

Outstanding invoice follow-up rate (reduction in overdue payments)

Job status accuracy and daily update consistency

Task turnaround time and responsiveness

System organisation and data accuracy in Simpro

Working Hours

Describe the work schedule the staff will

follow Eg. 9am-6pm AEST.

Flexible full-time, 8 hours per day between 7:00 AM – 4:00 PM

AWST, aligned with Australian business hours.

Reporting to

To whom will the staff be reporting to?

• Chloe – Business Development Coordinator (initially, during

onboarding and the set up and implementation of Simpro)

• Julie – Office Manager – Once trained and transitioned

completely into operations

Screening & Selection

Question Comments

Additional Screening

Do you want to add any of your own skill

tests or other screening processes?

• Attention to detail test (identify errors in a sample job file)

• Email response scenario (communication and

professionalism assessment)

• Basic system navigation test

Hiring Decision Maker

Who from your side will make the hiring

decision?

Chloe (final decision maker), with input from key team members if

required.

Interview Scheduling

Describe when you would be available

for phone/video conference interviews.

Mon – 9am-3pm

Tues – 9am-2pm

Wed – 9am-2pm

Thurs – unavailable

Fri – 9am – 1pm

Training

Question Comments

Training Process

Please describe your ideas around the

training and onboarding process for this

job profile

• The team member will work directly alongside Chloe during

the initial Simpro setup, receiving the same level of training

provided to all other staff members

• We will likely check in every morning with zoom and

collaborate on Simpro set up and complete training and be

provided with tasks for the afternoon

• Structured onboarding into company systems, processes,

and culture

• Step-by-step Simpro training with hands-on walkthroughs

• Shadowing the full job lifecycle - creation through to

completion and invoicing

• Gradual increase in responsibility as competency is

demonstrated

• Ongoing feedback, support, and process improvement

collaboration