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