Operations/Admin Coordinator

Position : Operations/Admin Coordinator Salary : $1,500 - $2,000 AUD a month Working Hours & Conditions : Australian Hours Holidays : TBD ABOUT THE COMPANY: The company is a specialist concreting and construction business delivering high-quality projects across residential and commercial sectors. With a strong reputation for workmanship and reliability, the business continues to grow and is seeking operational support to improve efficiency, streamline workflows, and allow the owner to focus on project delivery and business growth. OVERVIEW: The client is seeking a proactive and highly organised Operations/Admin Coordinator to support the day-to-day coordination of active projects to support the owner. This role is focused on managing operational workflows, scheduling materials, maintaining job records, coordinating invoicing preparation, and ensuring projects continue moving smoothly behind the scenes. The successful candidate will become a key support person within the business, taking ownership of project administration and workflow management through BuildPaperless, while helping reduce administrative bottlenecks and freeing up the owner to focus on site operations and business growth. RESPONSIBILITIES: Job Coordination & Operations Support (Primary Focus) Coordinate day-to-day operational and administrative activities across active projects Schedule and organise project requirements ahead of delivery and commencement Monitor project progress and ensure key tasks are completed on time Assist with workflow management across multiple active jobs Track upcoming deadlines, supplier requirements, and project milestones Maintain visibility of project schedules and outstanding actions BuildPaperless System Management Manage and maintain project workflows within BuildPaperless Create, update, and monitor job records throughout the project lifecycle Ensure project information, notes, documentation, and workflow stages are kept accurate and up to date Monitor workflow status and proactively identify bottlenecks or outstanding actions Assist with ongoing optimisation of internal processes and system usage Materials & Supplier Coordination Book and coordinate concrete deliveries for upcoming projects Arrange steel orders and supplier bookings Liaise with suppliers to confirm delivery schedules and project requirements Ensure materials are organised and available to support project timelines Follow up on supplier communications and scheduling changes as required Administrative & Project Support Manage project-related documentation and records Support email communication and customer follow-up where required Prepare and coordinate invoicing for completed and active projects Ensure job information, supplier costs, and supporting documentation are accurately recorded prior to invoicing Submit invoices to the owner for final review and approval Maintain accurate invoicing records within BuildPaperless and related systems Coordinate information between field staff, suppliers, and office operations Help maintain organised systems and documentation across the business Previous experience in operations, project coordination, construction administration, scheduling, or a similar operational support role Experience using construction workflow or job management software such as Build Paperless, Buildxact, SimPRO, AroFlo, or similar systems Strong proficiency in Microsoft Office and Google Workspace for project tracking, documentation, reporting, and communication Ability to coordinate multiple active projects, competing priorities, and deadlines simultaneously Strong organisational, administrative, and time management skills Excellent communication and stakeholder coordination abilities High attention to detail with strong process management capabilities Comfortable learning, managing, and taking ownership of construction workflow systems Proactive problem-solving skills and the ability to work independently with minimal supervision Experience coordinating suppliers, deliveries, schedules, and operational workflows is highly desirable DESIRABLE: Experience using BuildPaperless, Buildxact, SimPRO, AroFlo, or similar construction management software Experience in the construction, concreting, trades, or building industry Familiarity with supplier coordination and project scheduling Understanding of construction project lifecycles and site operations Australian Work Hours