We are seeking an experienced and proactive Office and Operations Coordinator to oversee and streamline the day-to-day operations of our business. This key role is responsible for managing administrative functions, accounts, quoting and invoicing, staff coordination, and contributing to systems and automation initiatives to improve efficiency.

Key Responsibilities:

Administration & Office Management

Manage the smooth running of the office and administrative functions.

Maintain accurate records, files, and documentation.

Handle incoming and outgoing communication with clients and suppliers.

Accounts & Invoicing

Oversee accounts receivable and payable.

Prepare and send quotes and invoices in a timely manner.

Follow up on outstanding payments and ensure financial records are up to date.

Quoting & Job Preparation

Assist in preparing quotes for clients based on project requirements.

Coordinate with sales and technical teams to ensure accuracy in pricing and scope.

Organize job folders, equipment, and material orders to ensure readiness for each job.

Operations Management

Coordinate daily workflows, including scheduling, staff dispatching, and stock orders.

Manage supplier relationships and place material or equipment orders as required.

Ensure all operational tasks are completed efficiently and to a high standard.

Business Support

Monitor and address general business requirements to support growth and compliance.

Identify gaps in operations and implement practical solutions.

Staff Support & Coordination

Assist with rostering, staff communication, and daily coordination.

Maintain team performance and assist with onboarding and training as needed.

Systems & Automation

Support the development and implementation of streamlined systems and automations.

Work closely with management to document processes and improve business workflows.

Key Requirements:

Proven experience in office management or operations roles (ideally in trades or service industries).

Strong knowledge of administration, accounts, quoting, and invoicing.

High level of computer literacy – ability to learn and implement new systems.

Strong communication and leadership skills.

Ability to prioritise tasks and manage multiple responsibilities.

Experience with business software such as Xero, MYOB, ServiceM8, SimPRO, or similar (preferred but not essential).

What We Offer:

A supportive and dynamic work environment.

Opportunities to contribute to growth and innovation.

Competitive salary based on experience.

Ongoing development and training opportunities.