We’re looking for an organised, tech-savvy Admin Rock Star and Systems Champion who loves making businesses run smarter. Supporting a growing group of businesses, this role combines administration, customer service, financial support, social media and marketing, systems development and process improvement. A key focus is embracing AI and automation to their fullest potential to improve efficiency, streamline operations, enhance marketing and help move our businesses forward. You’ll also play a hands-on role in creating and publishing engaging social media content that builds our brands and generates business. We want someone who takes initiative, challenges the status quo and looks for better ways to do things — not someone who simply follows instructions. Position details
• Employer: Ice and Laser Pty Ltd
• Employment: Part time initially, with potential to grow to full-time
• Reports to: Darren Freeman, Owner
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Location:
37 Winbourne Road, Brookvale NSW
• Work arrangement: On-site
• Businesses supported: Peninsula Sports Car Services, Ice and Laser, Endrust Brookvale, Endrust Gold Coast and future businesses

Key responsibilities
1. AI, systems and continuous improvement
• Actively use AI tools to improve productivity, automate repetitive tasks, streamline workflows and support business growth.
• Identify and implement practical AI applications across administration, marketing, customer service and business operations.
• Document business processes and develop clear, practical Standard Operating Procedures (SOPs).
• Maintain and improve systems, workflows and the company knowledge base.
• Identify inefficiencies, reduce manual handling and help standardise processes across the businesses.
• Develop simple reporting and support the implementation of new systems and tools. 2. Social media and marketing
• Create, prepare and publish engaging social media content across relevant platforms, including Facebook, Instagram and LinkedIn.
• Generate content ideas, write captions, coordinate photos and videos, and use AI tools to assist with content creation.




• Maintain a consistent posting schedule and brand voice across the businesses.
• Help grow online engagement, brand awareness and customer enquiries.
• Support marketing campaigns, customer databases, email communications and other promotional activities. This is a hands-on content creation role. Experience generating and publishing social media content is essential. 3. Administration and customer service
• Manage bookings, calendars, shared inboxes, phone enquiries and customer follow-ups.
• Prepare customer invoices, issue statements and follow up outstanding accounts.
• Coordinate customer drop-offs, collections and general office activities.
• Liaise with suppliers regarding orders, deliveries and accounts.
• Maintain accurate records, documents and business databases. 4. Financial and operational support
• Process supplier invoices and maintain accounts payable and receivable records.
• Assist with bank reconciliations, reporting and general bookkeeping.
• Maintain accurate data across Xero, Mechanic Desk and other business systems.
• Work with management and external accountants to keep financial and administrative processes on track. Skills, experience and attributes Essential
• Experience in administration, office coordination or a similar business support role.
• Practical experience using AI tools, such as ChatGPT, Claude or equivalent, with a genuine passion for exploring and applying AI to improve business performance.
• Experience creating and publishing social media content, including writing posts and coordinating images or videos.
• Strong organisational skills, attention to detail and the ability to manage competing priorities.
• Excellent written and verbal communication skills.




• Confidence with technology and the ability to learn new software quickly.
• A proactive, self-starting approach, with the initiative to identify problems and implement solutions.
• Ability to document processes clearly and work effectively with different people across multiple businesses. Highly desirable
• Experience with Xero, including invoicing, supplier bills and bank reconciliations.
• Experience with social media scheduling, content planning, basic graphic design or video editing.
• Knowledge of AI-powered automation, workflow tools and business integrations.
• Experience developing SOPs, implementing systems or improving business processes.
• Familiarity with workshop management software such as Mechanic Desk.
• An interest in cars, motorsport, engineering or the services offered by our businesses. The challenges You’ll be supporting several businesses with different priorities, balancing day-to-day administration with longer-term projects. You’ll need to be comfortable working in a busy environment, taking ownership of tasks and introducing new systems and ideas while bringing the team along with you. The opportunity is to make a genuine difference — helping our businesses become more efficient, more visible in the market and better equipped for growth. What success looks like
• AI and automation are being used practically to save time, reduce errors and improve business performance.
• Engaging social media content is consistently created and published, helping build our brands and generate enquiries.
• Customers receive prompt, professional communication and accurate invoicing.
• Financial records and administrative processes are accurate and up to date.
• Business processes are documented, accessible and consistently followed.
• Systems become simpler, more efficient and easier to scale as the group grows. Pre-employment requirements
• Current Australian work rights.
• Current full driver's licence. If you think you fit the bill, please email your resume to us at [email protected]

📌 Admin Rock Star, Systems Champion (Sydney)
🏢 Ice and Laser
📍 Sydney