Administrative Assistant

Company Description:
Karratha Property Services (KPS) is a locally owned and operated business delivering professional property maintenance, construction, and project management services across the Pilbara region. With a focus on quality workmanship, reliable service, and streamlined processes, KPS supports residential, commercial, and industrial clients by offering end-to-end job coordination and trusted trade solutions.

Built on strong local knowledge and a commitment to safety and compliance, KPS combines hands-on expertise with innovative job management systems like Tradify to ensure every project is delivered on time and to standard.

Role Summary:
This administrative and client coordination role supports the operations of KPS by managing job tracking, client communication, contractor coordination, and digital systems such as Tradify. The role also includes marketing support and documentation management to ensure business processes are maintained and client relationships are nurtured.

Key Responsibilities

1. Monitor, reconcile, and manage business email accounts, ensuring timely responses and task assignments.
2. Input client enquiries into Tradify, set up jobs, and coordinate site visits by contacting clients.
3. Manage job documentation and forms in digital folders and Tradify, including creation, conversion, and preparation for digital signatures.
4. Track and input contractor invoices, prepare purchase orders, and request quotes from contractors via phone and email.
5. Assist with marketing efforts by drafting content and scheduling campaigns across social media, Google Ads, and traditional media channels.

Required Skills and Experience

1. Strong organizational and time management skills with the ability to handle multiple ongoing tasks.
2. Proficiency in using administrative software and tools, including spreadsheets and document templates.
3. Excellent written and verbal communication skills for client and contractor interaction.
4. Detail-oriented approach to data entry, document management, and record keeping.
5. Basic experience or ability to learn job management platforms such as Tradify.

Preferred Skills

1. Prior experience in the trade or construction industry.
2. Familiarity with marketing platforms (Facebook, Instagram, Google Ads).
3. Experience using digital document signing tools like DocuSign.
4. Understanding of contractor and business compliance documentation (e.g., insurance COC, ASIC requirements).
5. Initiative to improve and maintain structured workflows and process systems.