Executive Business Operations Specialist

Operations & Executive Support | Landscaping & Field Services

Company: Confidential — Gold Coast, QLD, Australia

Location: Remote — Philippines-based

Employment Type: Full-time, independent contractor

Working Hours: Full overlap with Gold Coast business hours — approx. 7:00 AM – 5:00 PM AEST (5:00 AM – 3:00 PM Philippine Time)

Reports To: Founder / Managing Director

About the Company

We are a well-established and growing Gold Coast-based landscaping company delivering premium garden design, construction, and maintenance to both residential and commercial clients across the region. From full landscape renovations to ongoing maintenance of hedges, lawns, common areas, and grounds for commercial sites, we have built a strong local reputation for reliability, quality workmanship, and a genuinely professional client experience.

We are founder-led and growing. As demand increases, the operational side of the business — quoting, scheduling, client coordination, and finance admin — has become the constraint on growth. This role is being created to solve that.

About the Role

This is the company's first dedicated operations and administrative hire. Today, the founder is running both field delivery and the entire back office. The goal of this role is to own the operational backbone of the business so the founder can step out of the day-to-day admin and focus on growth and delivery.

This is not a task-taking VA role. We are looking for someone who can run the engine room — confirming schedules, preparing scope-of-works for the crews, booking and following up on quotes, reconciling deposits, coordinating the team, and building the repeatable systems that keep everything moving. The right person will spot bottlenecks, put structure in place, and consistently keep the founder one step ahead: here is today, here is tomorrow, here is the rest of the week.

Key Responsibilities

Job Scheduling & Crew Coordination

Build and confirm daily and weekly schedules for field crews
Prepare and issue daily scope-of-works and to-do lists for the team
Confirm bookings and coordinate changes with clients and crews
Keep the founder ahead of the schedule — today, tomorrow, and end-of-week planning

Quoting & Client Onboarding

Book in and schedule quote appointments
Prepare, send, and track service agreements
Follow up on outstanding quotes and secure confirmations
Act as a first point of contact for client communication and follow-up

Finance & Administration

Reconcile deposits and track incoming payments
Support invoicing and day-to-day bookkeeping
Maintain accurate client, job, and financial records
Coordinate with suppliers and vendors as needed

Team & Workforce Support

Coordinate employee schedules, availability, and daily logistics
Support onboarding and general team administration

Systems & Process Improvement

Document and refine repeatable standard operating procedures
Identify operational bottlenecks and propose practical fixes
Keep CRM, job management, and scheduling tools organized and current

Executive Support

Manage the founder's inbox and daily priorities
Handle general administrative and ad hoc requests

Required Qualifications

3+ years in an operations, executive assistant, or business administration role — ideally supporting a business owner or within a small, fast-moving company
Excellent written and spoken English (this role communicates directly with Australian clients)
Proven experience owning scheduling and coordination
Comfortable with finance admin — deposits, reconciliation, and invoicing
Confident using CRM, job management, or scheduling software
Able to work a full Gold Coast (AEST) business day, including an early Philippine-time start

Preferred Qualifications

Experience in trades, construction, landscaping, home services, or another field-services business
Experience supporting Australian or other Western-based businesses
Familiarity with tools such as ServiceM8, Tradify, simPRO, or Xero
A track record of building processes and SOPs from the ground up

Ideal Candidate Profile

You are:

Highly organized and detail-oriented
Proactive and self-directed — you anticipate needs rather than wait for instruction
Comfortable in a hands-on, fast-paced environment that does not yet have heavy structure
A systems thinker who enjoys turning chaos into repeatable process
A clear, confident communicator who can represent the business well to clients
Reliable and accountable — you take full ownership of outcomes

Why Join Us

First operations hire — real ownership and the chance to shape the role and the systems behind it
Work directly with the founder of a growing, well-regarded business
A long-term, full-time opportunity with a company that wants to invest in and grow its people

Executive Business Operations Specialist - 20294