Operations Coordinator

ABOUT THE ROLE 

We are looking for a proactive Operations Coordinator to bring structure, clarity, and consistency to our day-to-day operations as we scale up. This is not a traditional admin role.

You will play a key role in:

• Organizing core operational workflows
• Supporting job coordination and tracking
• Documenting and improving how work gets done

This role is ideal for someone who enjoys turning messy, undefined processes into clear, repeatable systems while staying hands-on with execution.

KEY RESPONSIBILITIES

• Operations & Admin Management
  
• Manage and organize the shared admin inbox
  
• Log new leads and jobs into Microsoft Teams Planner and BuildXact
  
• Maintain accurate and up-to-date job records
  
• Job Coordination
  
• Track jobs from lead through setup and execution
  
• Ensure tasks are updated, followed up, and progressing
  
• Support timelines aligned with client service requirements (SLAs)
  
• Procurement & Cost Tracking
  
• Coordinate and place material orders based on job requirements
  
• Liaise with suppliers to confirm pricing, availability, and delivery timelines
  
• Track ordered materials against active jobs
  
• Upload and assign supplier and subcontractor invoices within BuildXact
  
• Reconcile supplier invoices against job records, quotes, and purchase details
  
• Ensure all costs are accurately recorded and allocated to the correct jobs
  
• Flag discrepancies or missing information for review
  
• Invoice & Data Tracking
  
• Upload and assign subcontractor invoices within BuildXact
  
• Maintain a structured tracker of invoice due dates
  
• Ensure financial data is organized for payment processing
  
• Process Documentation & Improvement
  
• Document workflows while performing tasks
  
• Create SOPs, checklists, and templates
  
• Identify inefficiencies and suggest better ways of working

SYSTEM & TOOLS

Work within:

• Microsoft Teams & Planner
• Excel / Microsoft Office
• BuildXact (job management)
• Xero (accounting support)
• Support system setup, testing, and ongoing improvements
• Compliance & Reporting (Evolving Scope)
• Assist with insurance-related documentation and reporting
• Support paperwork trails, scopes, and daily updates
• Help manage safety documentation as required

QUALIFICATIONS AND EXPERIENCE 

• 2–5 years' experience in operations, admin, or coordination roles
• Experience managing inboxes, trackers, and operational data
• Experience with job/project tracking tools (BuildXact preferred)
• Familiarity with accounting/invoicing systems (Xero preferred)
• Experience supporting day-to-day business operations in a fast-paced environment
• Experience documenting processes, SOPs, or workflows
• Strong ability to work independently and manage tasks without constant supervision

SKILLS AND COMPETENCIES 

• Strong organization and attention to detail
• Ability to structure and maintain accurate data and records
• Process thinking and ability to create SOPs, checklists, and workflows
• Proactive problem-solving and continuous improvement mindset
• High ownership and accountability for tasks and outcomes
• Clear and structured written and verbal communication
• Ability to coordinate multiple tasks, jobs, and timelines
• Proficiency in Microsoft Teams, Planner, and Excel
• Ability to learn and navigate new systems quickly (e.g., BuildXact, Xero)
• Effective time management and task prioritization

This role is a strong fit for someone who:

• Enjoys bringing order to chaos
• Likes building systems while doing the work
• Wants to grow into operations or business support roles
• Thrives in a fast-moving, evolving environment