Broker Administration Assistant – ACTIVE

Job Application Code: 003803TW (add this to the application form)

Shift: Full-Time, Monday to Friday, 9am to 6pm Sydney time (with 1 hour unpaid lunch/break).

Role Overview:

Tom runs a specialist energy brokerage that helps Australian businesses take control of their electricity costs, from smaller SME sites through to large Commercial & Industrial (C&I) operations in hospitality, cold storage and manufacturing. Alongside electricity procurement, the business delivers solar power and battery solutions across multiple States. He is looking for one dedicated, detail-obsessed Broker Administration Assistant to be the operational engine of a small, high-performance team.

This is not a passive admin role. Tom wants someone who understands why accuracy matters in an energy brokerage, catches errors before they reach clients, and actively looks for ways to make the business faster and more reliable. This is administrative delivery and written follow-up, not outbound phone sales.

Primary Mission

Own the administrative delivery across both sides of the business, driving the SME comparison-and-onboarding cycle end to end, supporting the C&I data, tender and contract workflow, and coordinating the logistics behind solar installations, so the business can win and retain clients.

Key Responsibilities

SME Client Processing (End to End)

• Produce comparison reports in Excel (and with Claude) on the same day an electricity bill is received.
• Prepare contracts and approval documents, and issue the LOA and contract for signature the same business day it is received from the retailer.
• Follow up every live SME opportunity with a logged next step until it is signed or declined.
• Liaise with energy retailers to complete the switch and track it through to confirmation.
• Raise monthly draft commission invoices in Xero.

Account & Data Setup (C&I)

• Create and maintain client accounts across internal folders, the CRM (Go High Level) and brokerage and retailer platforms within 24 hours of contract or lead confirmation.
• Make sure every NMI, site and contact record is complete and accurate from day one, with no duplication or mismatch across systems.

C&I Tender Preparation & Contract Documentation

• Gather, chase and validate the data needed for a tender, including interval data files and outstanding requests from retailers and metering companies.
• Compile and quality-check accurate tender and comparison documents for the Director, with methodology and assumptions clearly shown.
• Prepare and cross-check contract documents against the retailer offer, with zero errors in NMI, rate or term fields.

Solar Delivery & Operational Support

• Coordinate solar system delivery with suppliers, freight forwarders and subcontractors, confirming dates for purchase orders, freight and installers.
• Flag delays or shortfalls to the Director early, with options.
• Provide ad hoc solar design support in OpenSolar as you build proficiency.

CRM, Process Documentation & Continuous Improvement

• Keep leads, opportunities and client records accurate across SME and C&I, and progress deals through pipeline stages without prompting.
• Create and maintain SOPs for all core and repeatable tasks, clear enough for a new team member to follow without hand-holding.
• Propose and trial at least one process improvement each quarter, and track the time saved.

Required Skills

• 3 to 5+ years in data operations, administration, energy services or operational workflow management, ideally in a B2B environment with high accountability for output quality.
• High attention to detail. You catch errors others miss and understand that one wrong number in a comparison or tender can cost a deal.
• Proficiency in Excel.
• Experience with CRM platforms (Go High Level or equivalent) and comfort working across multiple software tools at once.
• Experience with Xero or comparable accounting and invoicing software.
• Strong written communication, able to correspond professionally with retailers, clients and suppliers without escalating routine matters.
• Confidence owning an end-to-end administrative workflow through to completion without prompting.
• A process-builder mindset: you document what you do and look for ways to do it faster.

Nice to have

• Familiarity with electricity markets, or experience in an energy retail, brokerage or consulting environment.
• Exposure to solar project workflows.
• Experience coordinating suppliers, freight or subcontractors.
• Experience with AI tools such as Claude, or a willingness to learn.

Who This Role Suits

• Someone who verifies before they send: precision over assumption.
• Takes ownership, tracking their own tasks and following through without being asked.
• Adaptable when priorities shift in a small business.
• Curious about why a process works, not just how to execute it.
• Direct, flagging problems early and clearly rather than hoping they resolve.

What Success Looks Like

• Comparison reports produced the same day a bill arrives, and every live SME opportunity followed up until signed or declined.
• Contracts and tenders delivered on time with error rates below 1%.
• Clean, duplicate-free CRM data, with new accounts created within 24 hours.
• Solar deliveries tracked with confirmed dates, and problems raised early.
• SOPs in place for key tasks, and steady improvements in speed and reliability.