[Hiring] Operations Support Officer @Hunt St

Role Description

We’re looking for an organized and tech-savvy Operations Support Officer to keep our operations running smoothly and make our customers’ experience effortless. You’ll manage day-to-day office tasks like scheduling, invoicing, and inventory tracking, while handling customer follow-ups via phone, email, and text. You’ll also support accounting and financial reporting in Xero, manage documents and stock with automotive software, and use Microsoft Office and AI tools to streamline workflows. This role is remote-friendly, so you’ll be providing virtual support while keeping everything organised, accurate, and on track.

You’ll be an integral member of our team where you’ll play a pivotal role in the growth of our workshop. You’ll be included in weekly meetings where your input and ideas will be valued.

Key Responsibilities

• Manage daily office operations, including scheduling appointments, invoicing, and inventory tracking
• Handle customer follow-ups via phone CRM (Podium), email and text messaging to ensure customer satisfaction, resolve queries, and schedule services
• Use Xero for accounting tasks such as bookkeeping, payroll, and financial reporting
• Use Automotive software to manage inventory and stock movements
• Utilize Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) for document creation, data analysis, and create presentations
• Leverage AI tools (e.g. for automation, chatbots, or data insights) to streamline workflows, such as customer communication or task management
• Maintain accurate records, prepare reports, and assist with compliance and regulatory documentation
• Provide virtual / remote customer support

Qualifications

• Excellent English communication skills, both written and verbal, for professional customer interactions
• Proven experience as an office administrator, preferably in a customer service-based industry
• Strong proficiency in Xero accounting software
• Advanced skills in Microsoft Office Suite / Dynamics 365 (Windows environment)
• Experience with AI technologies (e.g. tools like ChatGPT, automation software, or AI-driven CRM systems)
• Strong organisational abilities, attention to detail, and customer service orientation
• Ability to multitask in a fast-paced environment
• Relevant certification (e.g. in administration or accounting) is a plus

Work Arrangement & Expectations

This is a remote role that will be set up as an independent contractor engagement. To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)