• Manage day-to-day accounts administration, subcontractor coordination, customer service and general business support.
• Monitor subcontractor job portals to ensure contractors are correctly recording their hours when clocking in and out of job sites.
• Follow up subcontractors who have not submitted timesheets, invoices or supporting documentation.
• Check subcontractor invoices against recorded hours, agreed rates, quoted job allowances and receipts.
• Identify discrepancies between timesheets, job records and invoices, and follow up with subcontractors or the operations coordinator to resolve them.
• Assist with coordinating the weekly Thursday subcontractor invoice submission process.
• Maintain accurate records and trackers of subcontractor hours, outstanding invoices, discrepancies and missing information.
• Assist with accounts payable and creditor administration, including organising supplier invoices for processing.
• Contact suppliers to request invoices by the agreed weekly deadline and follow up outstanding documentation.
• Help establish an organised weekly supplier invoicing and payment process.
• Communicate directly with Australian customers using the client's WhatsApp account and email.
• Provide customers with updates on booked jobs, appointments and work progress.
• Assist with customer bookings, enquiries and general customer service follow-ups.
• Liaise with subcontractors, suppliers, customers and the internal operations team to ensure outstanding matters are followed through to completion.
• Assist with general accounts administration, recordkeeping and improving day-to-day processes.
• Provide regular updates to the business owner and proactively identify issues requiring attention.
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