Operations Assistant

Title: Operations Assistant (PartTime, Remote) — Australian Commercial Cleaning Company
Reports to: Operations Manager

About us

SJV Cleaning Services is a commercial and residential cleaning company based in Adelaide, Australia. We run 140+ staff and contractors delivering over 1,000 service hours a week to clients including national logistics, aged care, construction and property groups. Over 200 five-star Google reviews.

We are not a startup. We are a real operating business with real clients, real deadlines and real consequences when something is missed.

The role

You are joining an existing operations function, not building one from scratch. You will work directly under our Operations Manager, taking ownership of recurring operational and administrative processes so the business runs without things falling over.

This is not a task-taking role where you wait to be told what to do. You will own processes end to end, and you will be expected to flag problems before they escalate.

The measure of success is simple: fewer things get chased, fewer things get missed.

Working hours: Monday to Friday, aligned to Adelaide business hours (ACST).
Rate: $5 (AUD) per hour, paid fortnightly

Setup required: Your own reliable computer, a stable internet connection with backup, a quiet workspace.

What you will actually do
Service delivery support
Maintain site schedules, rosters and job records across 140+ staff and contractors
Coordinate with area supervisors on job allocation, changes and coverage gaps
Log and track service issues and client complaints through to closure
Chase outstanding items from staff, subcontractors and suppliers until they are resolved
Prepare and issue operational documents, scope sheets and site paperwork

Compliance and records
Track compliance documentation across the contractor base: insurances, certifications, police checks, inductions
Flag expiries well before they lapse, not after
Maintain document registers so any file can be produced on request within minutes
Support tender and prequalification submissions with document collation

Finance and admin
Raise and issue client invoices, track receivables, follow up overdue accounts
Reconcile transactions and maintain clean records in Xero
Payroll data preparation and timesheet checking
Maintain the CRM (HubSpot) so the data is actually trustworthy

Process
Build and maintain SOPs so every process survives without you in the room
Identify recurring manual work and propose a better way to do it

Must have
Minimum 3 years as a Personal Assistant, Executive Assistant or Operations Assistant, supporting a business owner, senior executive or operations function directly. Not general admin. Not customer service. We ask for PA/EA background specifically because the discipline transfers: anticipating what is needed, closing loops without reminders, and holding a dozen moving items in your head at once. That is the job here, applied to operations rather than to one person's diary.
Verifiable references from at least two of those roles. We will call them.
Excellent written English. You will be writing to Australian clients and contractors under our brand.
Strong spoken English and confidence on video calls
Genuinely strong with Excel or Google Sheets. Formulas, filters, pivot tables.
Proven ability to work unsupervised and hit deadlines without reminders
Direct communication style. If something is wrong or you are stuck, you say so early.

Big plus
Bookkeeping or accounting experience. Xero specifically. AR/AP, reconciliations, payroll.
Experience with HubSpot or a comparable CRM
Background in trades, cleaning, facilities management, construction or property
Experience coordinating a distributed field workforce
Experience building process documentation or SOPs from scratch

Who this role is not for
Read this part properly.

If you need to be told what to do every day, this is not for you
If you go quiet when you are behind, this is not for you
If you are juggling two or three other clients, this is not for you. This is a full-time role and we expect full-time attention.
If English writing is not a strength, this is not for you

We have hired for this seat before and it has not worked. We are being deliberately blunt about the standard so we both save time.

What you get
A clearly defined role with documented responsibilities from day one
An experienced Operations Manager who will actually train you, not leave you guessing
Structured onboarding and a written 30/60/90 day plan
Weekly one-on-one, so you always know where you stand
Long-term stable position with a growing Australian company

How to apply

Applications that do not follow these steps exactly will not be reviewed. This is intentional. Attention to detail is the job.

Use the subject line: OPS ASSISTANT — [YOUR FULL NAME] — [YOUR CITY]
In the body of the email, answer these three questions. Keep the whole thing under 400 words.
In your most recent role, what did the business stop worrying about because you were there?
Describe one time you caught a problem before anyone else did. What was it and what did you do?
What is your accounting or bookkeeping experience, if any? Be honest. "None" is an acceptable answer.
Attach your CV as a PDF.
Attach or link a 2 minute video of yourself answering: "What went wrong in a role you left, and what was your part in it?"
IMPORTANT: APPLICATIONS WITHOUT AN INTRODUCTION VIDEO WILL BE REJECTED.

Send to: ----------

We review applications as they come in and close the role once we find the right person.