Operations/Admin Coordinator

Operations/Admin CoordinatorPosition: Operations/Admin Coordinator Salary: $1,500 - $2,000 AUD a month Working Hours & Conditions: Australian Hours Holidays: TBDThe 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.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.Job Coordination & Operations Support (Primary Focus)Coordinate day-to-day operational and administrative activities across active projectsSchedule and organise project requirements ahead of delivery and commencementMonitor project progress and ensure key tasks are completed on timeAssist with workflow management across multiple active jobsTrack upcoming deadlines, supplier requirements, and project milestonesMaintain visibility of project schedules and outstanding actionsBuildPaperless System ManagementManage and maintain project workflows within BuildPaperlessCreate, update, and monitor job records throughout the project lifecycleEnsure project information, notes, documentation, and workflow stages are kept accurate and up to dateMonitor workflow status and proactively identify bottlenecks or outstanding actionsAssist with ongoing optimisation of internal processes and system usageMaterials & Supplier CoordinationBook and coordinate concrete deliveries for upcoming projectsArrange steel orders and supplier bookingsLiaise with suppliers to confirm delivery schedules and project requirementsEnsure materials are organised and available to support project timelinesFollow up on supplier communications and scheduling changes as requiredAdministrative & Project SupportManage project-related documentation and recordsSupport email communication and customer follow-up where requiredPrepare and coordinate invoicing for completed and active projectsEnsure job information, supplier costs, and supporting documentation are accurately recorded prior to invoicingSubmit invoices to the owner for final review and approvalMaintain accurate invoicing records within BuildPaperless and related systemsCoordinate information between field staff, suppliers, and office operationsHelp maintain organised systems and documentation across the business