Office Manager (Systems & Operations) - Independent Contractor

The Office Manager (Systems & Operations) will help build the business's office and operational systems from the ground up, with a strong focus on technology, AI automation, systems integration, and process improvement.

The role will initially support the implementation and configuration of ServiceM8 and Xero, working alongside an external AI systems provider. The successful candidate will be expected to understand how these systems work together, help test and improve integrations, identify automation opportunities, and eventually take ownership of ongoing system improvements.

The ideal candidate has a technical mindset and hands-on experience building, connecting, and improving business systems and automated workflows, rather than simply using AI tools. Once established, the role will also oversee day-to-day office operations and ongoing system improvements.

Key Responsibilities:

Systems, AI Automation & Process Improvement:

• Build and improve office systems, workflows, processes, and SOPs from the ground up
• Work alongside the external AI systems provider to test, troubleshoot, document, and improve system integrations and automated workflows
• Identify and implement opportunities using AI, automation, APIs, and integrations to reduce manual work and improve efficiency
• Configure and maintain ServiceM8, including staff roles, job types, job stages, templates, and forms
• Set up and test the quote-to-invoice workflow and Xero integration once approved
• Troubleshoot system and workflow issues and develop practical solutions
• Document systems, automations, processes, and SOPs, and train team members on their use
• Continuously review and improve systems for efficiency, accuracy, and scalability

Day-to-day Operations:

• Monitor enquiries, quotes, bookings, and job progress to keep work moving
• Maintain accurate job information, photos, documentation, and job stages
• Manage invoicing, overdue accounts, and payment reconciliation in Xero
• Prepare qualifying jobs for team bonus processing based on confirmed customer payment
• Post completed projects to social media and manage customer removal requests
• Provide weekly reports on job status, overdue invoices, and outstanding issues
• Take ownership of day-to-day operations, work independently, and proactively flag issues
• Communicate confidently with the team and customers by phone when required
• Follow approval and security requirements when managing systems, customer information, pricing, and company records
• Maintain appropriate access controls and protect confidential information, including passwords, payment details, customer data, and job records

Requirements

Required Skills and Qualifications:

• Proven experience in office management, operations, systems administration, business systems, or a similar role
• Strong technical mindset with hands-on experience building, integrating, testing, or improving business systems and automated workflows
• Practical experience with AI automation, workflow automation, integrations, APIs, or similar technologies
• Experience using AI-assisted development or automation tools such as ChatGPT, Claude, Claude Code, or similar, with the ability to apply them to real business processes
• Hands-on experience with ServiceM8 or similar trade/job management software
• Working knowledge of Xero, including invoicing, payments, and bank reconciliation
• Strong ability to identify opportunities for process improvement and job automation
• Office administration experience, preferably in a trade or construction business
• Excellent written and verbal English with clear, professional communication
• Highly organised, detail-oriented, proactive, and comfortable taking ownership
• Able to build structure and systems from the ground up and improve processes as the business grows
• Basic understanding of Australian business requirements, including GST, BAS, superannuation, and payment terms
• Practical experience using AI tools such as ChatGPT, Claude, or Grok, with the ability to give clear instructions and check outputs for accuracy