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PERMANENT AU DAYSHIFT, REMOTE/WFH PHILIPPINES BROKER ADMINISTRATION ASSISTANT (GHL) Company background: energy broker Tasks: producing comparison reports (electric bills), data entry, drafting contract, communicating with retailers and clients, operate GHL TOOLS: GHL HARD REQUIREMENTS: good comm skills, prev experience, tech savvy Working hours: 9-5PM BNE VA rate: $9 AUD per hour (NEGOTIABLE), Starting at 30 hours Location:** Remote / Work From Home Reports To:** Director / Business Owner ## ABOUT THE ROLE ScaleX is looking for a highly organised, detail-oriented, and proactive **Broker Administration Assistant** to support an Australian-based energy brokerage business.
This is a critical operations role supporting the end-to-end administration of **SME and Commercial & Industrial (C&I) energy procurement**, as well as the coordination of solar-related operational activities.
The successful candidate will be responsible for keeping client data, comparison reports, tender documentation, contracts, CRM records, retailer communications, invoicing, and operational workflows accurate and up to date.
This is **not a passive administrative role**. We are looking for someone who takes ownership, understands the importance of accuracy, catches errors before they reach clients, follows tasks through to completion, and actively looks for ways to make processes faster and more reliable.
## KEY RESPONSIBILITIES ### 1. SME Client Processing – End-to-End Produce electricity comparison reports using Excel and AI-assisted tools.
Prepare contracts, Letters of Authority (LOAs), and approval documentation.
Follow up clients throughout the comparison, approval, and contracting process.
Liaise with energy retailers regarding switching and invoicing.
Track electricity switches through to confirmation.
Prepare draft monthly invoices for commissions.
Maintain accurate records and ensure every active opportunity has a clear next step.
### 2. Account & Data Management – C&I
Create and maintain client accounts across internal systems, CRM, and brokerage/retailer platforms.
Maintain accurate records for NMI, sites, contacts, distributors, metering providers, and retailers.
Process new accounts promptly following lead or contract confirmation.
Validate data for completeness, accuracy, and consistency.
Identify and prevent duplicate or mismatched information across systems.
### 3. C&I Tender Preparation & Processing
Gather and validate information required for energy tenders.
Follow up outstanding data from clients, retailers, and metering providers.
Compile tender documentation, comparison reports, and supporting analysis.
Quality-check all information before submission to the Director.
Clearly document methodology, assumptions, and relevant commercial information.
### 4. Contract Documentation
Prepare and quality-check contracts for both SME and C&I deals.
Verify commercial terms, site details, rates, contract periods, and other required information.
Cross-check contracts against retailer offers before issuing them.
Ensure contracts are delivered promptly once all required information is available.
Maintain a high level of accuracy, particularly across NMI, rate, and term fields.
### 5. Solar Delivery & Operational Support
Coordinate logistics associated with solar system delivery and installation.
Liaise with suppliers, freight forwarders, subcontractors, and installers.
Coordinate equipment orders and confirm delivery schedules.
Track purchase orders and deliveries.
Ensure materials and installers are scheduled appropriately for installation dates.
Identify potential delays, shortages, or operational issues early and escalate them with possible solutions.
Provide ad-hoc administrative and basic solar design support as required.
Develop proficiency in OpenSolar.
### 6. CRM Management Maintain accurate and up-to-date leads, opportunities, and client records.
Log all relevant actions, communications, follow-ups, and next steps.
Progress opportunities through the appropriate pipeline stages without constant prompting.
Ensure active opportunities do not become stalled without an update.
Maintain strong CRM data quality across SME and C&I workflows.
### 7. Process Documentation & SOPs
Create and maintain Standard Operating Procedures (SOPs) for core and repeatable processes.
Document processes clearly enough for new team members to follow independently.
Include worked examples where appropriate.
Review and update SOPs following process changes or on a regular basis.
### 8. Continuous Improvement
Identify inefficiencies in existing workflows and systems.
Recommend practical improvements.
Implement approved process improvements.
Look for opportunities to reduce manual processing and improve operational reliability.
Track the impact and time savings generated by process improvements.
## WHAT SUCCESS LOOKS LIKE
The successful candidate will be expected to consistently demonstrate:
*Speed:** Comparison reports and required documentation are completed promptly.
*Accuracy:** Client, energy, contract, and tender data is highly accurate.
*Ownership:** Tasks and opportunities are followed through without constant supervision.
*Follow-through:** Client, retailer, supplier, and internal actions are tracked until completion.
*Data discipline:** CRM and operational records remain complete, accurate, and consistent.
*Quality control:** Errors are identified before documents reach clients or decision-makers.
*Process improvement:** The candidate actively identifies ways to make workflows more efficient.
*Communication:** Issues, delays, and missing information are raised early and clearly.
## TYPICAL DAY-TO-DAY ACTIVITIES
Your typical week may include:
Receiving an electricity bill and producing a comparison report.
Following up SME clients through comparison, LOA, and contract signing.
Preparing draft commission invoices in Xero.
Processing interval data files and checking for completeness or anomalies.
Following up retailers or metering companies for outstanding information.
Preparing and quality-checking tender and comparison documents.
Updating CRM records based on retailer or client correspondence.
Coordinating suppliers, freight providers, or subcontractors for solar deliveries.
Supporting solar system design activities in OpenSolar as your capability develops.
Maintaining SOPs and improving internal workflows.
## REQUIRED SKILLS & EXPERIENCE
### Essential
*3–5+ years of experience** in administration, data operations, energy services, operational workflow management, or a similar role.
Ideally experienced in a **B2B environment** with strong accountability for output quality.
Exceptional attention to detail and accuracy.
Strong Excel skills.
Experience working with CRM platforms such as **GoHighLevel (GHL)** or equivalent.
Comfortable working across multiple software platforms and systems simultaneously.
Proven ability to manage an **end-to-end administrative workflow** independently.
Experience with **Xero or comparable accounting/invoicing software**.
Strong written English and professional written communication skills.
Comfortable communicating with clients, suppliers, retailers, and other stakeholders.
Strong organisational and follow-up skills.
Ability to work independently in a remote environment.
HIGHLY DESIRABLE
Experience or familiarity with the **Australian electricity/energy market**.
Previous experience in energy retail, energy brokerage, or energy consulting.
Exposure to solar projects or solar-related workflows.
Experience using AI tools such as Claude or similar platforms.
Experience coordinating suppliers, freight, subcontractors, or logistics.
Familiarity with energy comparison, tendering, or procurement processes.
Experience with OpenSolar or similar solar design platforms.
## THE PERSON WE'RE LOOKING FOR
We're looking for someone who demonstrates:
*Precision over assumption**
You verify information before sending or submitting it.
*Ownership**
You manage your responsibilities and follow through without needing to be chased.
*Adaptability**
You can adjust quickly when priorities change in a fast-moving business.
*Curiosity**
You want to understand *why* a process works, not simply follow instructions.
*Directness**
You flag problems, missing information, and potential delays early.
*Process mindset**
You naturally look for ways to improve systems, reduce manual work, and make processes more reliable.
*Commercial awareness**
You understand that administrative accuracy can directly impact revenue, client relationships, contracts, and business performance.
## IDEAL CANDIDATE PROFILE
The ideal candidate is more than a traditional **Admin Assistant**.
Candidates with backgrounds in the following areas may be particularly suitable:
Energy brokerage administration
Energy retail administration
Utility administration
Procurement administration
B2B operations
Sales operations
Data/operations coordination
Contract administration
Commercial administration
Project coordination
Solar administration / coordination
High-volume transaction processing
## WHY JOIN SCALEX?
Permanent remote work opportunity supporting an Australian business.
Australian business-hours schedule.
Work with a high-performance international team.
Opportunity to develop expertise in the Australian energy and renewable energy sectors.
Exposure to commercial energy procurement, solar, CRM, AI, and business operations.
Opportunity to contribute directly to process improvement and business growth.
Long-term career development within a growing remote-work environment.
## HOW TO APPLY
If you are highly organised, commercially minded, detail-driven, and confident managing multiple workflows independently, **we want to hear from you.**
Apply now and become part of the **ScaleX talent community** supporting high-performing Australian businesses remotely.