Operations & Admin Specialist (Full-Time)

Location: Caboolture, QLD
Employment Type: Full-Time

Salary Range: $65K–$75K + Super (Depending on Experience)

Who We Are

Big Dog Builds (BDB) is an innovative and fast-growing automotive/4x4 workshop dedicated to delivering top-quality builds and an unparalleled customer experience. Our people-first culture, commitment to improvement, and pursuit of excellence set us apart in the industry.

Why This Role Matters

We’re seeking a standout Operations & Admin Specialist to oversee day-to-day administrative, accounting, and basic HR tasks—freeing our Business Support Specialist to focus on strategic finance, HR, and growth initiatives. In this dynamic role, your attention to detail and proactive problem-solving will directly shape our operational efficiency and customer satisfaction.

What You’ll Do

Accounts & Finance Support

PO Management: Enter POs into WorkGuru, verify proper invoicing, and ensure all payments are finalized before handover.

Accounts Payable & Receivable: Approve bills, reconcile payments, handle routine invoice follow-ups, and keep an eye on outstanding balances in Xero.

Transaction Reconciliation: Investigate unknown transactions, attach receipts/invoices, and maintain organized financial records.

Payroll Prep: Help gather and verify weekly timesheets, resolve discrepancies, and collaborate with the Work Scheduler before final submission.

Office & Administrative Efficiency

Document & File Management: Scan, organize, and store all documents (Google Drive), ensuring easy access and proper folder hygiene.

Inbox & Call Management: Triage emails from info@ and accounts@, and handle phone queries—resolving straightforward issues or redirecting to the correct team member.

Scheduling & Coordination: Maintain company calendars, book meetings, and support day-to-day office needs (supplies, deliveries, etc.).

HR Administration

Recruitment: Post job ads, collate resumes, schedule interviews, and send DiSC assessments/reference checks as needed.

Onboarding: Prepare contracts, tax forms, and super forms for new hires; ensure smooth day-one experiences.

Offboarding: Coordinate equipment collection, final pay details, and exit documentation.

Team Backup & Culture Building

Events & Engagement: Assist with monthly birthday celebrations, staff uniforms, and help plan the annual Christmas party or other team events.

About You

3-5 Years of Relevant Experience

You’ve held roles in administration, bookkeeping, accounts, or operations support—ideally in a fast-paced environment.

Xero Proficiency

You are Xero certified (this is a must have requirement) and you are confident in navigating this cloud-based accounting software for invoicing, reconciling, and basic bookkeeping tasks.

Organized & Detail-Oriented

You double-check your work and keep a systematic approach to tasks, ensuring nothing slips through the cracks.

Excellent Communicator

Whether on the phone or via email, you handle queries with clarity, warmth, and professionalism.

Proactive Problem-Solver

You’re quick to spot irregularities or inefficiencies, bringing solutions or improvements to the table.

What We Offer

Flexibility: Primarily based in Caboolture (may include the option for some remote workdays).

Professional Growth: Gain valuable hands-on experience in both administrative operations and finance, with opportunities to progress as we expand.

Team Culture: Collaborate with a supportive crew that values continuous improvement, recognition, and shared success.

Impactful Role: Directly influence company performance by streamlining essential processes and ensuring timely, accurate financial management.

Salary & Benefits

$65K–$75K + Super (based on experience and skill set)

Ready to Join?

Send your resume and cover letter explaining why you’re the perfect fit for our Operations & Admin Specialist role to [email protected]

Take charge of your career and help Big Dog Builds reach new heights—one invoice, PO, and project at a time!