The snapshot
You would be the person who keeps a busy Australian painting business running behind the scenes. The client is a well-established residential painting company with a small, hands-on team. The owner and the tradespeople are out doing the work and talking to customers, and they need someone reliable to own the office side: the emails, the scheduling, the quotes, the invoice follow ups, and the day-to-day coordination that keeps everything moving.
This role is for Philippines based candidates only. You would be employed by Staffstream and placed with this Australian client as their dedicated Operations Coordinator. It is a broad, practical role. Some of it is routine (checking the inbox a few times a day, filing records, chasing payments), and some of it needs judgement (deciding what to handle yourself and what to pass to the owner, keeping the schedule sensible, talking to customers). The right person likes owning a bit of everything and takes quiet pride in nothing slipping through the cracks.
What you will actually do
Email and inbox management
- Check and work through the business inbox a few times a day, following a clear guide on what to do with each type of email.
- Sort incoming mail: handle routine replies to yourself (frequently asked questions, insurance requests, start date questions), and flag anything that needs the owner.
- Keep records tidy. Save invoices, update customer details, and file things where they belong so nothing gets lost.
Scheduling and job coordination
- Schedule the painting team and keep the job calendar sensible, so the right people are booked for the right jobs and customers know when to expect them.
- Keep job records current in the client's job management system (Aroflo), so the team has what they need before each job.
- Handle reschedules and changes and let customers know when timing shifts.
Quotes and customer communication
- Build quotes from ready-made templates: pull the right line items together, add the address and any notes, attach photos from the email, and get it out.
- Answer customer questions by email and phone: services, availability, and where a job is up to.
- Make outbound calls to book customers in for quotes and confirm jobs. This is a real part of the role, so you need to be comfortable and clear on the phone in English.
- Follow up on outstanding quotes and pending approvals to keep work moving, and handle post job follow ups, escalating anything tricky to the owner.
Invoicing and light bookkeeping
- Send invoices, chase outstanding payments, and keep debtor records accurate.
- Do the small amount of bookkeeping that is not automated. Most reconciliation runs automatically in Xero, so this is a handful of transactions to check and resolve each week, not a full bookkeeping load.
Admin and record keeping
- Keep digital records organized across the business (job files, client records, supplier contacts, financial documents) in Google Workspace.
- Pick up general admin as the day needs it and adapt to what matters most that day.
What you need to bring
These are the real must haves. If you tick these, you should apply.
- Experience in an operations, admin, or coordinator role, ideally in a trades, construction, or field service business (painting, building, plumbing, electrical, moving, and similar).
- Experience supporting an Australian business and dealing directly with Australian customers by email and phone. This matters because you will be the voice of the business to its customers and coordinating an Australian painting team day to day.
- Confident and clear spoken English. You will make and take customer calls, so this is not a behind the scenes only role.
- Hands on experience with a job management or field service platform (for example Aroflo, ServiceM8, simPRO, Tradify, or similar).
- Comfortable with Google Workspace (Gmail, Calendar, Sheets, Drive) for day-to-day work.
- Comfortable with invoicing, chasing payments, and basic reconciliation.
- Able to run your own day without being told what to do next. You spot what needs doing, get on with it, and bring problems to the owner only when you genuinely need to. The owner wants someone who can lead from the front, not someone whose hand needs holding.
Nice to have
Genuine bonuses, not deal breakers.
- Direct experience with Aroflo.
- Experience with Xero or another cloud accounting platform.
- A background specifically in painting or building administration.
The setup
- Full time, Monday to Friday, 6:00 AM to 3:00 PM Philippine time. These hours line up with the client's Australian business day so you can work alongside the team in real time.
- Fully remote, work from home.
- Open to Philippines based applicants only.
- Work from home equipment is provided, so you are set up properly from day one.
What is in it for you
A stable, full time role with a business that genuinely needs you and wants you to grow into it. You would be trusted to own your area, not micromanaged, working with a small team that values someone who can take things off their plate and run with them.
On top of that, Staffstream looks after you properly:
- HMO health cover, with one dependent covered for free.
- Group life insurance.
- Paid leave credits.
- Work from home equipment provided.
You are employed compliantly under Philippine law: a proper local employment contract, your taxes handled correctly, and all your government mandated benefits (SSS, PhilHealth, Pag-IBIG) plus 13th month pay. That means real security and peace of mind, not a loose freelance arrangement. Everything is above board and looked after for you.
How this works
You would be employed by Staffstream and placed with this Australian client as their dedicated Operations Coordinator. Staffstream is not a labour broker and not a cheap fill in. We handle your employment, HR, payroll, and equipment, and we stay in your corner with real account management and support the whole way through. You get the stability of a proper employer and the day to day of working directly inside one growing business.
