Subcontractor / Freelance

Company Description:

The Admin Suite provides online admin and business operations support to small business owners, solopreneurs, and entrepreneurs. We believe that business owners shouldn’t be bogged down by the “busy work” that keeps them from their zone of genius. Our mission is simple: we take on the tasks that suck time so our clients can focus 100% on growth. We act as the engine room for our clients.

Role Description

This is a subcontractor position. Hours will vary but there is scope to grow. You’ll begin by working directly within The Admin Suite — getting to know how we operate, what we care about, and how we show up for clients. From there, the right person will transition into supporting our client work too.

Think of it as a two-stage arrangement: first, earn the trust. Then, grow the role.

What You’ll Work On

Initially — supporting The Admin Suite business directly:

• Full management of The Admin Suite’s Xero accounts, including reconciliations and reporting across two currencies (AUD & SGD)
• Inbox management — filtering emails, flagging priorities, and keeping things moving
• ClickUp task management and time tracking
• Lead generation — identifying and engaging with aligned leads in targeted Facebook groups
• General admin and business operations support

As the relationship develops — supporting client work:

• Overflow admin and business operations support for our clients
• Xero support for clients (as required)
• Additional tasks as the role evolves

About You

This is for you if you bring:

• High attention to detail — accuracy matters in everything you touch
• Proactivity — especially around productivity; you’re always thinking one step ahead
• Confident and open communication — you say what needs to be said, when it needs to be said
• Willingness to learn and evolve — our clients and business change; you adapt with us
• A genuine care for quality — you know what professional looks like and you don’t cut corners
• Independence — you can manage your own workload without being micromanaged

Tech You’ll Need

Xero:

Solid, working knowledge is essential. You’ll be managing accounts across two currencies, so experience with multi-currency in Xero is a strong advantage.

Google Suite:

Comfortable across Gmail, Drive, Docs, and Sheets.

Microsoft 365:

Equally comfortable in Word, Excel, and Outlook.

ClickUp:

Used for task management and time tracking — experience preferred.

Canva:

Not essential, but a bonus if you have it.

How We Communicate

Communication is one of the most important parts of this role — not just what you say, but how and when.

• Day-to-day communication happens via WhatsApp (quick updates and questions) and email (anything formal or client-facing)
• We expect responses within a few hours during business hours — not instant, but not end-of-day either
• You keep us in the loop without being chased — if something’s running late, taking longer than expected, or you’re unsure about something, you say so proactively
• Client communication varies depending on the client — you take your lead from Mel and handle everything with discretion

What ‘Professional’ Looks Like Here

We use this word deliberately, because it means something specific to us:

Written communication is polished —

whether it’s an email to a client or a WhatsApp message. Spelling, grammar, and tone all matter.

You know when to be formal and when to be human —

a quick check-in is different from a client-facing email, and you adjust accordingly.

You don’t go quiet —

if something comes up — a delay, a question, a mistake — you flag it early. Silence is never the right answer.

**You represent t