Digital Marketing and Creative Specialist

The Executive and Operations Assistant play a key role in supporting the Director and daily business operations, ensuring smooth coordination across administration, scheduling, quoting, and project tracking. This position is ideal for someone organized, detail-oriented, and proactive, who enjoys working in a dynamic trade setting and takes pride in keeping things running efficiently.

JOB DESCRIPTION / RESPONSIBILITIES:
Administrative & Operational Support
• Monitor and manage company inboxes, responding to or flagging client and supplier emails within 24 hours.
• Prepare, send, and follow up on quotes, recording all outcomes in ServiceM8.
• Maintain and update project records, material pricing sheets, and internal databases.
• Support HR processes by maintaining employee documents, leave forms, and company manuals.
• Organize and structure company files within OneDrive/SharePoint for easy access and version control.
• Provide daily and weekly progress reports summarizing priorities, completed tasks, and pending items.
• Combination of structured daily tasks and evolving responsibilities as the business grows

Scheduling & Coordination
• Manage the Director’s calendar and book site visits to optimize daily operations.
• Follow up with suppliers to obtain and update quotes and lead times.
• Assist with job scheduling and ensure accurate communication between the office and field teams.

Marketing & Communications
• Assist in creating basic graphics and posts using Canva for social media updates.
• Manage content scheduling via Meta Business Suite or similar tools.
• Help coordinate client thank-you gifts and maintain consistent, professional client communication.

Documentation & Compliance
• Maintain and update company WHS documents, including policies, JSAs, and SWMS.
• Write, format, and manage internal SOPs and templates to support process consistency.
• Support the Director with special projects, research, and administrative initiatives as needed.

BASIC QUALIFICATIONS:
• Proficient in Microsoft Office, OneDrive, Teams, and Canva (basic to intermediate).
• Familiarity with ServiceM8 and Adobe Acrobat preferred (training provided).
• Strong written and verbal communication skills with excellent attention to detail.
• Highly organized, adaptable, and capable of managing multiple priorities efficiently.
• Positive attitude, team-oriented mindset, and ability to work both collaboratively and independently.
• Previous experience as an Administrative Assistant, Executive Assistant, or Office Manager, ideally within a trade or construction-related business, is highly regarded.


TYPE OF POSITION, PHYSICAL REQUIREMENTS, & EXPECTED HOURS OF WORK:
• Full Time Position
• Work From Home Set up
• Can work between 9:00AM – 5:00PM AEST (Mon – Fri)
• Laptop / Desktop (Minimum requirements 16 GB RAM, i7 processor & Windows 10)
• Internet Speed (Minimum of 15 MBPS}


SALARY AND BENEFITS:
• Salary: $8 AUD per hour
• Paid Australian Holidays
• Paid Time off Benefits
• Permanent Work from Home
• HMO after 90 days
• 13th month pay bonus
• Supportive Team