Operations Assistant — Bookings, Purchase Orders & Field Coordination

This is a remote position.

Operations Assistant — Bookings, Purchase Orders & Field Coordination (ServiceM8, AI Tools)

Remote | Philippines | Full-Time | Php 40,000 – 50,000/month | 7:00 AM – 3:00 PM PHT (9:00 AM – 5:00 PM AEST) | Long-Term Remote Role

If you’re a high-performing operations professional who is confident on the phone, highly organised, and quick to work out the next step, and you want to work with an established Australian air conditioning and mechanical services company that values strategic impact over simple task completion — keep reading.

This isn’t a role for a “message taker” or a reception desk.

This is a focused, outcome-driven position where you’ll own bookings, purchase orders and call coordination for a busy field team, so crews arrive to confirmed jobs with the right materials, and you’ll use ServiceM8 automation and AI to make the office run faster.

Why This Is a Dream Job

You’ll be working directly with a growing Australian commercial and residential air conditioning business who:

• Champions Innovation:Wants practical AI and automation in the office, and will rely on you to build ServiceM8 automations and AI-assisted workflows that save the team time.

• Values Your Growth:Offers ongoing learning support in ServiceM8, automation and AI, plus a dedicated Success Manager (CSM) to keep your working relationship on track.

• Respects Your Expertise:Wants you to use your own judgement, ask questions early and push back with reasons when an instruction will cause rework.

• Builds Stability:Is hiring for a long-term role that replaces an existing position, not a fixed-term project.

• Invests in Your Wellbeing:Provides hospital health cover after your first three months.

You’ll get career transformation, real ownership of office operations, and the chance to become the team’s go-to person for AI and automation, without being stuck answering phones and passing on messages.

What You’ll Be Owning

This is a core operations role covering booking confirmations, supplier purchase orders, inbound calls and coordination between customers, the office and the field team. You aren’t just taking calls and logging jobs; you’re keeping the whole field operation moving so crews never waste a visit and materials arrive on time.

You’ll take the lead on:

• Booking Confirmations:Confirming scheduled jobs ahead of time through automated SMS and email in ServiceM8, and cutting late cancellations and no-access visits.

• Purchase Orders:Sending accurate purchase orders to suppliers promptly once a sales quote is approved.

• Calls & Coordination:Owning inbound calls during office hours, returning calls quickly, and resolving or routing every call the same day.

• Follow-Ups:Chasing quote and payment follow-ups, and flagging scheduling conflicts, late supplier deliveries and missing information before they cause downtime.

• Process Documentation:Learning from the SOPs handed over by the departing team member, keeping them current, and adding new documented workflows.

• AI & Automation:Putting ServiceM8 automations and AI-assisted workflows, such as AI-drafted email templates, into regular use and helping teammates adopt them.

Requirements

This Role Is a Great Fit If You:

• Are an Operations Owner:You have experience in an operations, admin or coordination role where you owned outcomes, not just tasks.

• Are Confident on the Phone:You speak clear, confident English and can handle Australian customers, suppliers and tradespeople, holding firm when needed.

• Are Highly Organised:You keep many jobs, orders and follow-ups on track at once.

• Know Job Management Software:You’re comfortable with job management or field service software.

• Work With Minimal Guidance:Training is provided, but you can keep bookings, orders and calls moving during busy periods using documented procedures and your own judgement.

• Ask Early and Flag Problems:You ask clarifying questions the same day and raise issues in writing as soon as you spot them, with a suggested fix.

• Are Curious About AI:You actively learn and test new tools and share what works.

• Are High-Accountability:You don’t need to be chased for updates. You’re reliable, meet deadlines, and own your mistakes as much as your wins.

• Can Commit to the Schedule:You’re comfortable working an early shift, 7:00 AM – 3:00 PM PHT, remotely.

Genuine differentiators (not requirements):ServiceM8 or similar field service tools; experience in trades, HVAC or field service businesses, including purchase orders and Xero.

What Success Looks Like

After 60–90 Days:

• Crews Arrive to Confirmed Jobs:Nearly every scheduled job is confirmed ahead of time, and wasted visits have dropped noticeably.

• Orders Go Out Fast and Right:Purchase orders reach suppliers promptly after quote approval, with errors kept to a minimum.

• Calls Are Handled:Every call is answered or returned quickly and resolved or routed the same day.

• The Office Runs Itself:You own the booking, ordering and coordination cycle, keep the SOPs current, and have proposed at least one concrete improvement, such as a new ServiceM8 automation.

• Trust Is Earned:The team relies on you to keep the office moving through busy periods without constant follow-up.

Final Word

If you’ve ever thought:

“I’m the person who keeps everything on track. I’m confident on the phone, I stay organised under pressure, and I love finding faster ways to work with AI. I just want a team that lets me own the operation instead of passing on messages.” This is that role.

Let’s build long-term success — together.

Originally posted on Himalayas