BruntWork · 1 month ago
Operations & Administrative Coordinator (HWP)
United States
Full-time
Remote
New Grad, Entry LevelBruntWork is a rapidly growing trade business seeking a highly capable Operations & Administrative Coordinator to streamline financial processes and enhance client communication. The role involves managing invoicing, assisting with accounts payable, and optimizing workflows to support the company's growth plans.
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Responsibilities
Manage and expedite daily invoicing processes, ensuring all completed jobs are invoiced promptly and any existing backlog is eliminated
Prepare and draft final invoices for approval within Simpro, ensuring accuracy and compliance
Monitor and follow up on overdue invoices to maintain healthy cash flow
Assist with accounts payable and supplier invoice entry in accounting software (Xero) as required
Generate essential monthly financial and operational performance reports from Simpro and Xero
Serve as a primary point of contact for incoming client work orders via email, ensuring acknowledgment within two hours
Interpret technician notes and photos to draft comprehensive, strata-appropriate job reports using Simpro and AI tools
Dispatch drafted job reports to clients for review and manage follow-up communications
Efficiently schedule and confirm appointments with tenants and clients
Proactively manage and filter general email inboxes for both business entities
Conduct daily time checks, reconciling vehicle tracker data with Simpro workflows and internal records, flagging discrepancies
Liaise with technicians daily to obtain missing job data, notes, and photos required for accurate reporting
Support backflow compliance administration and tracking
Document existing administrative processes and workflows to facilitate efficient delegation and training
Lead the initiative to merge duplicate sites and clean up legacy data within Simpro
Maintain accurate job statuses and custom fields in Simpro to reflect real-time workflow progression
Qualification
Required
Proven experience with Simpro software, ideally with a strong understanding of its features and potential for optimization
Proficiency in Microsoft 365 applications, including Outlook and Teams
Exceptional organizational skills and a meticulous attention to detail
Strong written and verbal communication skills, capable of professional client interaction and internal team coordination
Demonstrated ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment
Proactive problem-solver with a strong initiative to identify and implement process improvements
A commitment to documenting processes and creating scalable administrative frameworks
A proactive and self-starter attitude, capable of identifying and resolving issues independently
A commitment to continuous improvement, always seeking ways to optimize processes and systems
Adaptability and resilience to thrive in a dynamic, fast-growing business environment
Strong work ethic and a dedication to achieving measurable outcomes
A collaborative spirit, working effectively with both office and field teams
Preferred
Experience in a trades-based service industry or similar environment is highly advantageous
Comfortable utilizing AI tools (e.g., ChatGPT) for report drafting and data interpretation (desirable)
Benefits
Permanent work from home
Immediate hiring
Steady freelance job
Company
BruntWork
BruntWork builds cost-effective, efficient and scalable operational teams for businesses wanting to grow fast and effectively.
Founded in 2020
5001-10000 employees
Funding
Current Stage
Late StageRecent News
2026-01-06
2025-11-20
2025-11-07
Company data provided by crunchbase