Operations and Admin Automation Specialist for Concreting Business
Budget: $1,500 – $3,000 AUD
Job Title
Operations and Admin Automation Specialist for Concreting Business
⸻
Job Overview
I run a residential and light commercial concreting business in Western Australia. My current admin processes work but are too manual and owner dependent.
I am looking for a freelancer to design, automate, implement, and document an end to end admin and operations system that gives me time back and can later be handed over to a local admin employee.
This is a one off systems build project, not an ongoing data entry role.
⸻
What I Need Built
The goal is to streamline and automate the following areas wherever technically possible.
Lead Management
• Monitor incoming leads from platforms such as HiPages, email, phone, and website
• Centralize all leads into one system
• Automatically assign lead status such as new, contacted, quoted, accepted, scheduled
• Flag follow ups and missed responses
Quote Appointment Coordination
• Organize site visit bookings
• Sync appointments with calendar
• Automate confirmations and reminders
• Capture site visit information in a structured format for quoting
Quote Compilation
• Build repeatable quote templates
• Reduce manual input using captured site data
• Prepare quotes ready for approval
• Integrate with existing job management software where practical
Job Scheduling
• Schedule accepted jobs based on availability
• Link job stages such as prep, pour, return visits, sealing
• Trigger automatic task lists and reminders
Materials and Concrete Ordering
• Organize material requirements per job
• Schedule concrete deliveries
• Track auxiliary requirements such as pumps, mesh, steel, formwork, sealers
• Create simple checklists per job stage
Labour and Hours Tracking
• Compile hours worked by employees and subcontractors
• Simple input system with automated totals
• Exportable for payroll and invoicing
Basic Bookkeeping Support
• Organize invoices and receipts
• Prepare clean data for accountant or bookkeeper
• No tax advice required
⸻
Automation Requirements
• Automate all viable steps using tools such as Make, Zapier, Google Workspace, Microsoft tools, or similar
• Build fail safes and manual overrides
• Provide troubleshooting guidance if automations fail
⸻
Final Deliverables
• Fully implemented admin and operations system
• Documented workflows and automations
• Step by step written guide suitable for training a local admin employee
• Clear explanation of system logic and maintenance
• Optional Loom videos explaining workflows
⸻
Ideal Freelancer
• Proven experience with business process automation
• Experience with service or trade based businesses preferred
• Comfortable working with real world imperfect data
• Thinks end to end, not task by task
• Documents work clearly and thoroughly
⸻
Existing Tools
Currently using Tradify, email, calendar, and spreadsheets.
You may recommend alternatives but must justify why and how data will be migrated.
⸻
Project Structure
• Initial audit and system design
• Automation build and testing
• Documentation and walkthrough creation
• Handover and refinement
⸻
Important
The objective is to remove the owner from admin, not create a complicated system that only the freelancer understands.
Simple, reliable, and transferable beats clever.
⸻
To Apply
Please include
• Relevant automation projects you have completed
• Tools you commonly use
• How you would approach automating a trade based business
• Any questions you would need answered before starting
Operations and Admin Automation Specialist for Concreting Business
⸻
Job Overview
I run a residential and light commercial concreting business in Western Australia. My current admin processes work but are too manual and owner dependent.
I am looking for a freelancer to design, automate, implement, and document an end to end admin and operations system that gives me time back and can later be handed over to a local admin employee.
This is a one off systems build project, not an ongoing data entry role.
⸻
What I Need Built
The goal is to streamline and automate the following areas wherever technically possible.
Lead Management
• Monitor incoming leads from platforms such as HiPages, email, phone, and website
• Centralize all leads into one system
• Automatically assign lead status such as new, contacted, quoted, accepted, scheduled
• Flag follow ups and missed responses
Quote Appointment Coordination
• Organize site visit bookings
• Sync appointments with calendar
• Automate confirmations and reminders
• Capture site visit information in a structured format for quoting
Quote Compilation
• Build repeatable quote templates
• Reduce manual input using captured site data
• Prepare quotes ready for approval
• Integrate with existing job management software where practical
Job Scheduling
• Schedule accepted jobs based on availability
• Link job stages such as prep, pour, return visits, sealing
• Trigger automatic task lists and reminders
Materials and Concrete Ordering
• Organize material requirements per job
• Schedule concrete deliveries
• Track auxiliary requirements such as pumps, mesh, steel, formwork, sealers
• Create simple checklists per job stage
Labour and Hours Tracking
• Compile hours worked by employees and subcontractors
• Simple input system with automated totals
• Exportable for payroll and invoicing
Basic Bookkeeping Support
• Organize invoices and receipts
• Prepare clean data for accountant or bookkeeper
• No tax advice required
⸻
Automation Requirements
• Automate all viable steps using tools such as Make, Zapier, Google Workspace, Microsoft tools, or similar
• Build fail safes and manual overrides
• Provide troubleshooting guidance if automations fail
⸻
Final Deliverables
• Fully implemented admin and operations system
• Documented workflows and automations
• Step by step written guide suitable for training a local admin employee
• Clear explanation of system logic and maintenance
• Optional Loom videos explaining workflows
⸻
Ideal Freelancer
• Proven experience with business process automation
• Experience with service or trade based businesses preferred
• Comfortable working with real world imperfect data
• Thinks end to end, not task by task
• Documents work clearly and thoroughly
⸻
Existing Tools
Currently using Tradify, email, calendar, and spreadsheets.
You may recommend alternatives but must justify why and how data will be migrated.
⸻
Project Structure
• Initial audit and system design
• Automation build and testing
• Documentation and walkthrough creation
• Handover and refinement
⸻
Important
The objective is to remove the owner from admin, not create a complicated system that only the freelancer understands.
Simple, reliable, and transferable beats clever.
⸻
To Apply
Please include
• Relevant automation projects you have completed
• Tools you commonly use
• How you would approach automating a trade based business
• Any questions you would need answered before starting