Office Manager

Hunt St

. Build and improve office systems, workflows, processes, and SOPs from the ground up .

Posted 10/8/2026contractRemote • PhilippinesMid-LevelSenior💰 A$2,000 - A$3,000 per monthWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in building and improving office systems, workflows, and processes, with a strong focus on AI automation and integrations. Proficient in managing invoicing and financial reconciliation using Xero, while ensuring effective communication and training within the team.

Highest-signal resume keywords

AI AutomationServiceM8 ConfigurationXero InvoicingWorkflow IntegrationProcess Improvement

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Office ManagementSystems AdministrationBusiness SystemsWorkflow AutomationAPI IntegrationJob AutomationInvoicingPayment ReconciliationDocumenting ProcessesTroubleshooting Systems

Soft Skills

Excellent CommunicationHighly OrganisedDetail-OrientedProactiveOwnership

Tools & Technologies

ServiceM8XeroChatGPTClaudeGrok

Industry Keywords

Australian Business RequirementsGSTBASSuperannuationTrade Management

About the role

Key responsibilities & impact

Build and improve office systems, workflows, processes, and SOPs from the ground up
Test, troubleshoot, document, and improve system integrations and automated workflows with the external AI systems provider
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
Troubleshoot system and workflow issues and develop practical solutions
Document systems, automations, processes, and SOPs, and train team members
Continuously review and improve systems for efficiency, accuracy, and scalability
Monitor enquiries, quotes, bookings, and job progress
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 and proactively flag issues
Communicate with the team and customers by phone when required
Follow approval and security requirements when managing systems, customer information, pricing, and company records
Maintain access controls and protect confidential information, including passwords, payment details, customer data, and job records

Requirements

What you’ll need

Philippines-based candidate
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
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
Reliable computer and internet connection
Ability to disclose existing ongoing roles or client work
Ability to reflect this engagement on LinkedIn as “Independent Contractor”

Benefits

Comp & perks

100% remote work from home
Flexibility in how you manage your time as an independent contractor
Daily overlap with Queensland business hours (AEST)