Business istant

This is a remote position.

Job Title: Business Assistant
Work Schedule: Monday to Friday 9:00am to 6:00pm Victoria Time with 1 hour unpaid lunch break

About the Role:
Join our growing plumbing business as a Business Assistant. In this role youll manage customer communications financial tracking and support our expansion into specialized water treatment services. If youre passionate about organization problemsolving and contributing to a small businesss success this is the perfect opportunity.

Scope:

• Management:
  Oversee all administrative and backoffice operations supporting business growth and specialization efforts.

• Growth Potential:
  Opportunities for role expansion as the business continues to grow.

Core Role Outcomes:

• Customer Communication:
  Respond to inquiries within 2 business hours schedule appointments efficiently and maintain high customer satisfaction.

• Financial Management:
  Generate and send invoices within 24 hours of job completion follow up on overdue payments weekly and maintain accuracy in financial reporting.

• Systems Optimization:
  Implement and optimize the Fergus system within 60 days reducing administrative task time and increasing quoting efficiency.

• Compliance & Documentation:
  Ensure 100% compliance with industry regulations maintaining current licenses and certifications.

• Business Development Support:
  Increase website traffic improve search engine rankings and grow inquiries for specialized services.

Key Responsibilities:

• Job Management System Implementation & Optimization:
  

• Fully implement and optimize the Fergus job management system ensuring smooth data transfer from Tradify and integration with MYOB and Trade Link.
  

• Regularly review and refine workflows for efficiency.
  

• Customer Communication & Scheduling:
  

• Manage customer communications schedule appointments provide job status updates and maintain the client database.
  

• Ensure timely and professional responses prioritizing excellent customer service.
  

• Financial Management:
  

• Handle invoicing payment followups and track job profitability using MYOB and other tools.
  

• Generate financial reports and manage accounts receivable with timely reconciliations.
  

• Compliance & Documentation:
  

• Organize and maintain compliance documentation ensuring all licenses and certifications are current and easily accessible.
  

• Price Book Management:
  

• Create and maintain accurate price books in Trade Link and Fergus for quoting and job costing.
  

• Research & Development:
  

• Conduct research on water treatment systems regulations and industry trends to support our specialization efforts.
  

• Website & Marketing Support:
  

• Update and maintain the company website support SEO initiatives and assist with creating marketing materials for specialized services.
  

• Standard Operating Procedures (SOPs):
  

• Develop and update SOPs for administrative tasks to ensure consistent and efficient operations.
  

• Reporting & Analytics:
  

• Generate business performance reports and analyze data to support decisionmaking.
  

Requirements

Requirements:

• Organizational Skills:
  Strong time management and organizational abilities to handle multiple tasks effectively.

• Communication:
  Excellent written and verbal communication skills with a strong customer service focus.

• Technical Proficiency:
  Experience with Fergus or similar job management software MYOB (or QuickBooks Online) and Google Workspace (Sheets Docs Drive). Quick to learn new systems.

• Attention to Detail:
  High accuracy in financial management and compliance documentation.

• Industry Knowledge:
  Basic understanding of plumbing industry terminology and processes.

• Independence & Pro activity:
  Ability to work independently take initiative and proactively identify areas for improvement.

• Adaptability:
  Flexibility to adapt to changing business needs and systems.