About

This role runs the daily rhythm of a maintenance and repair operation serving real estate agencies and their tenants across Queensland. The office moves on a fixed cadence: clear inboxes, coordinate with field staff, book and confirm jobs, notify tenants, and maintain KPI sheets. The Trade Operations Administrator takes over most of that rhythm and serves as the primary point of contact for tenants, agencies, and tradespeople during the day, keeping jobs moving and freeing local leadership from scheduling and follow-up.

This is dedicated, full-time work designed for meaningful impact, stability, and professional growth. You own the operational heartbeat of the business, with training on the internal tools and a clear path to expand your remit as trust builds.

Responsibilities

• Inbox management: Work the main email inbox and enquiries inbox to zero at the start of the day, after lunch, and before sign off. Enter new enquiries into Tradify and follow up on anything still open.
• Tenant communication: Answer tenant phone calls and text messages, and divert the work phone to the local team at the end of each day.
• Scheduling: Build the daily job schedule and assign jobs to the right tradesperson, then send entry notices to tenants ahead of scheduled work and confirmation emails for H&U and TBG jobs.
• Job readiness: Check that every job carries the details the tradesperson needs before they arrive, including quote instructions, job notes, whether the tenant will be home, lockbox codes, and any special order materials or equipment.
• Reschedules: Reschedule or cancel jobs when plans change, and text the affected tenants the same day.
• Staff coordination: Call each tradesperson individually every morning to check how the day looks, flag which jobs are urgent, and catch problems early. Report back in the daily sync meeting with anything that needs a decision.
• Access and logistics: Arrange key pickups, lockbox codes, and tool collection with agencies and staff.
• Agency relationships: Email agencies about keys to be collected and lockbox codes. Call agencies about outstanding invoices and quotes, confirm payment dates, resend anything that went missing, and explain where pending quotes stand.
• Reporting and data: Update the invoice, work order, and quote KPIs in the Real Estate Database and KPI sheet. Add new agencies, property managers, and email addresses to the same database. KPI sheets should be current every Monday.
• Agency outreach: Run outreach emails to agencies by region using the approved templates and BCC format.
• AI-assisted drafting: Use Claude AI to draft entry notices and routine emails, then review and approve each one before it goes out.
• End-of-day checklist: Sign off only after confirming both inboxes are empty, keys and lockbox codes are sorted and recorded in every job description, and any job that did not get completed has been rescheduled with the tenant texted.
• First 90 days: Both inboxes cleared three times a day without prompting, entry notices and job confirmations going out on schedule with no missed tenants, and scheduling and follow-up owned end-to-end so local leadership can step back from it.

Qualifications

• Clear spoken and written English, since this role speaks with Australian tenants and property managers by phone every day (must-have)
• Comfortable making outbound calls to tenants, tradespeople, and agency staff (must-have)
• Follows a schedule and a checklist without being reminded, and flags straight away when something is behind (must-have)
• Available to start the workday at 7:30 AM Brisbane time (must-have)
• Willing to learn new software quickly and ask questions when a process is unclear (must-have)
• Customer service, dispatch, property management, or trade office experience preferred

Tools You'll Use

• Docs & Spreadsheets: Google Sheets, Google Docs, and Outlook (must-have)
• Job Management & Field Ops: Tradify, Connecteam, and XeroMe (training provided)
• AI Drafting: Claude AI

Benefits

• Competitive salary
• Paid US holidays
• Paid wellness days
• Health & wellness allowance
• Monthly profit sharing
• Long-term placement with real growth
• Continuous upskilling in AI and trade operations coordination
• Dedicated success coaching and support