Operations Assistant for Australian Business — Xero, Notion, AI Tools & SMS Setup

Operations Assistant for Australian Electrical Business: Xero, SafetyCulture, Notion, AI Tools & SMS Setup We are a small Australian electrical business looking for a tech-savvy, highly organised Operations Assistant to support admin, job coordination, report handling, Notion tracking, Xero support, business SMS setup, and AI-assisted workflow documentation. This is not a basic data entry role. We need someone who is accurate, switched on, comfortable with online systems, and able to follow detailed processes without mixing up addresses, contacts, reports, or notes. The first stage of this role will be mostly structured admin, copy/paste, data entry, appointment messaging, file handling, and job tracking. There is room for the role to grow over time for the right person. Experience Required or Strongly Preferred You must be tech-confident and comfortable working across online business systems. Experience with the following is preferred: * Xero * SafetyCulture / iAuditor * Notion or similar database/project management tools * Claude, ChatGPT, or other AI tools * Email inbox management * Calendar coordination * Customer or tenant appointment messaging * Business phone/SMS systems, shared inboxes, virtual numbers, or client communication platforms Experience with trades, property management, real estate maintenance, compliance, or service-based businesses would be highly regarded. Main Tasks The role may include: * Reviewing incoming emails and identifying job requests, reports, approvals, and action items * Entering job details into Notion with accurate notes and status updates * Leaving certain emails unread after entering them into the system, unless instructed otherwise * Sending appointment messages using approved templates * Booking jobs only within weekly calendar availability provided * Setting up and/or helping manage a business SMS/phone system for client and tenant communication * Appointment booking, confirmations, access reminders, and follow-ups * Organising SMS replies so job communication can be tracked clearly * Reviewing service/compliance reports and extracting relevant notes * Copying notes into the correct system fields or draft documents * Saving, renaming, and organising reports and files * Emailing completed documents to the correct folder/location for review * Assisting with Xero quote/admin preparation when required * Checking job, quote, or invoice status when required * Using Claude/ChatGPT to help document workflows, draft SOPs, summarise notes, and support system improvements Important Boundaries You will not be making technical, compliance, pricing, or financial decisions. Anything unclear, urgent, technical, compliance-related, client-sensitive, or outside the approved process must be escalated. You must be able to follow instructions carefully and ask questions when something is unclear. The Right Person Will Be * Very accurate with details * Highly organised * Tech-confident * Comfortable working across multiple platforms * Strong written English and confident communicating clearly with tenants, clients, and the team * Able to write polite, professional messages using approved templates * Able to follow checklists and workflows * Careful with client and tenant information * Confident copying information accurately between systems * Able to set up or manage business SMS, virtual number, or shared inbox systems * Able to work independently once trained * Interested in helping improve systems over time Hours and Pay This will start as part-time ongoing work. Initial hours: 5–10 hours per week, with potential to increase. Pay: USD $7 per hour to start. There is room for the hourly rate to increase once the right person has proven they are accurate, reliable, confident with the workflow, and able to work independently after 30 days. To Apply Please reply with: 1. Your experience with Xero. 2. Your experience with SafetyCulture / iAuditor. 3. Your experience with Notion or similar systems. 4. How you use Claude, ChatGPT, or AI tools. 5. Your experience setting up or managing business phone numbers, SMS systems, shared inboxes, virtual numbers, or client messaging platforms. 6. Any experience with trades, property management, compliance, maintenance, or service businesses. 7. Your availability. 8. Confirmation that you are happy to start at USD $7 per hour. 9. One example of a role where you had to manage accurate information across multiple systems. 10. Please write a short example SMS you would send to a tenant to book an appointment for an electrical inspection. Applications that do not answer these questions may not be considered. Thank you.