Operations & Admin Coordinator | Fast-Growing Trades Business | 2–3 Days/Week (Flexible)

We’re a growing mechanical services company with a team of 35+ across Melbourne and Queensland — and we’re looking for an experienced Operations & Admin Coordinator to take ownership of our admin systems, manage offshore support, and help us scale smoothly.

This is not your standard admin role. You’ll be the go-to person keeping the business organised, improving backend processes, and supporting the owner and operations team as we continue to grow.

Your Role

As the Operations & Admin Coordinator, you’ll be responsible for executing core admin tasks while also building efficient systems, managing offshore admin staff, and becoming the key point of contact between operations and the back office.

Key Responsibilities

Prepare payroll and follow up on weekly timesheets using Xero and AroFlo

Allocate hours and update job data through AroFlo

Manage staff onboarding: TFN forms, super, Incolink, and Leave Plus setup

Manage HR systems for onboarding, compliance, and employee records

Oversee offshore admin assistant – task delegation, quality control, and communication

Build, manage, and improve workflows using Monday.com and OneDrive

Submit supplier credit applications and maintain key compliance documentation

Provide PA-level support to the owner: calendar, meetings, and inbox follow-ups

Identify admin gaps, develop and implement SOPs for admin and operations processes

Support project teams with light operations admin, document tracking, and scheduling

What We’re Looking For

2+ years experience in admin, coordination, or operations support

Experience with AroFlo, Simpro, or similar project/job management software

Confident using Xero, Monday.com, and cloud-based systems

Previous experience managing offshore admin or virtual support staff

Process-driven and proactive — not just a task doer, but a systems builder

Strong communicator with initiative and confidence to follow through

Bonus: background in construction, trades, or mechanical services

Tools You’ll Work With

Xero, AroFlo, Monday.com, OneDrive,Outlook

What We’re Offering

2–3 days/week to start (with room to grow)

Flexible hours and hybrid working options (Melbourne-based)

$35–$45/hour depending on experience (or pro-rata salary)

Direct line to the business owner and a chance to shape the way we operate

A supportive team culture with clear growth and leadership opportunity

Why This Role?

You’ll be stepping into a business that’s growing fast — with the team, tools, and ambition already in place. If you love building structure, taking ownership of admin, and becoming the go-to person behind the scenes — this is the role for you.