Operations & Project Coordinator

Overview

Operations & Project Coordinator — Full-time (AEST). We are seeking a highly organised and proactive Operations & Project Coordinator to manage the day-to-day administration, scheduling, and communication across our construction and maintenance projects. This role is central to ensuring smooth operations, accurate documentation, and effective coordination between clients, suppliers, subcontractors, and internal staff.

• Quoting & Sales
  • Prepare and issue quotes for projects.
  • Support sales activities by maintaining client relationships and following up on leads.
• Job Scheduling & Coordination
  • Schedule jobs and allocate resources effectively.
  • Book subcontractors and ensure they receive job purchase orders (POs).
  • Track and manage maintenance jobs, ensuring defects and return visits are not overlooked.
• Documentation & Compliance
  • Send compliance certificates to clients.
  • Prepare and share drawings of plans, fascia, gutter, and roof layouts.
  • Maintain accurate records of jobs, certificates, and project documentation.
• Supplier & Subcontractor Management
  • Send orders to suppliers and track deliveries.
  • Liaise with subcontractors to confirm job details and timelines.
• Financial Administration
  • Process payroll using Xero.
  • Track employee time via Deputy and transfer data into Xero.
  • Prepare and issue invoices to clients.
• Communication & Relationship Building
  • Handle incoming phone calls and respond to Whats App messages.
  • Build and maintain strong relationships with clients, suppliers, and subcontractors.

• Strong organizational and time management skills.
• Excellent communication and interpersonal abilities.
• Proficiency in Xero and Deputy (or similar payroll/time-tracking software).
• Ability to read and prepare basic construction drawings.
• Attention to detail, especially in compliance and defect management.
• Experience in quoting, invoicing, and supplier coordination.