Seek Ad: Operations Admin (Assistant to Operations Manager)

Location: Morisset, NSW
Type: Full time
Reports to: Operations Manager

About MJJ Solar & Electrics

MJJ Solar & Electrics delivers premium solar and electrical installations with a focus on safety, quality, and long-term customer outcomes. We value clear communication, strong systems, and high standards.

Perks and Remuneration

- Top dollar paid for the right candidate (based on experience and performance)

- No weekend work

- No public holiday work

- Business-hours operation: we value a sustainable work rhythm and clear boundaries

- Long-term role with growth opportunity as the business scales

The Role

We’re looking for a sharp, reliable Operations Admin to support our Operations Manager and keep the admin and coordination side of the business running smoothly.

This role suits someone who is highly organised, confident with systems, and comfortable juggling priorities while keeping customers and internal teams informed. Experience with Simpro and GoHighLevel (GHL) is ideal but not essential if you learn fast.

Key Responsibilities
Daily operations support

- Technical support coordination

- Create and investigate site issues

- Raise support requests and follow up cases

- Escalate cases as needed

- Update customers twice weekly and as updates happen

- Record notes and updates in GHL and Simpro as required

- Update customer details and transfer new ownership as needed

- Attend weekly meeting for SolarEdge support issues (when required)

- Assist remote team when needed, and attend virtual meetings

- Job wrap ups

- Send final emails to customers in GHL

- Organise customer access to monitoring portals

- Send or check final invoices





- Confirm CCEW completed and filed (Formbay)

- Check any remaining Formbay items and confirm with the customer

- Stock and job admin

- Update jobs on the stocksheet

- Remove stock as installations are completed

- Update stock with new deliveries

- Assist with stocktake checks against physical inventory

- GHL pipeline and communications

- Manage technical support opportunities

- Add notes and follow ups

- Update customer cases and move opportunities through the correct stages

- Review and action conversations from previous afternoon/night/week

- Check jobs ready for invoicing and send when ready

- Email and filing discipline

- Action follow up emails from leadership, team, and suppliers

- Save key items to customer files as needed

- Timesheet hygiene

- Check timesheets align with schedule in Simpro

- Follow up with the team when information is missing

- Follow up for required certificates (e.g., DR cert) when needed

Weekly admin

- Timesheets and payroll preparation

- Check timesheets in Simpro

- Ensure schedule matches recorded time

- Validate job/time breakdowns

- Send timesheets to Xero

- Adjust timesheets in Xero for OT etc

- Check leave in Xero is correct

- Check certificates for any personal leave where required

- Labour hire timesheets

- Prepare and send weekly timesheet files

- Payrun





- Process payrun and check payslips (leave, public holidays etc)

- Add bonuses when applicable

- Send to ATO and download ABA file

- Process payrun in NAB and manage required additional payments (e.g., child support)

- Gear orders

- Manage the weekly gear order spreadsheet

- Order gear as advised

- Check and approve orders

- Arrange collection/delivery and follow up issues

Other tasks as needed

- Payments, filing

- Intent to connect

- Finalise and lodge CCEW

- Ordering supplies

- Label kits, order small supplies (bollards, cable ties, tools)

- Leave admin

- Approve leave and add to calendar and schedules as needed

- Warranty

- Lodge claims, send invoices, arrange return stock

- Create replacement jobs in GHL and Simpro

- Arrange replacement stock and update customers

- Scan and save paperwork to customer files

About You
You must be

- Highly organised with strong follow through and attention to detail

- Confident communicating with customers and suppliers

- Calm under pressure and able to manage competing priorities

- Comfortable using software daily and keeping records clean

Ideally you have experience with

- Simpro (jobs, notes, scheduling, timesheets, inventory support)

- GoHighLevel (GHL) (pipelines, opportunities, conversations, notes, follow ups)

- Xero (timesheets and payroll admin support)

How to Apply (Seek)

Please apply with your resume and a short cover note answering:

- What systems have you used (Simpro, GHL, Xero or similar), and what did you manage in them?

- Give one example of how you keep admin work organised when priorities change daily.

- When can you start?

📌 Administration (Newcastle)
🏢 MJJS Electrics
📍 Newcastle