Administrative Coordinator

Caboolture, QLD | Full Time | Stable Long‑Term Role | Australia’s Best Awarded After‑Sales Truck Mod Shop

About Big Dog Builds

Big Dog Builds is an award-winning Australian after‑sales modification shop. We’re growing fast because we do quality work, we look after our people, and we treat customers the way we’d want to be treated. As we scale, we’re adding a hands‑on Administrative Coordinator to keep our office humming and our team supported.

The Opportunity

This role is perfect for a high‑performing receptionist/administrator or accounts all‑rounder who loves variety, follows through, and takes pride in tidy systems. You’ll be the friendly first contact at reception, keep our inbox and paperwork under control, and support our finance admin in Xero — freeing up our leadership team to focus on growth.

Reporting to: Business Support Specialist
Works with: HR/Finance, Operations Leadership, Service/Workshop teams, and trusted external providers.

What you’ll do

Reception & inbox: Answer calls, greet visitors, and keep the accounts@ mailbox moving — triage, action, delegate, and close the loop.

Finance admin (Xero): Enter bills/invoices/receipts, attach source docs, prepare end‑of‑month customer statements, and politely follow up where needed.

Records & filing: Scan receipts/invoices from in‑trays, capture customer check‑in forms, and file to Google Drive using our naming standards.

Chase‑ups: Investigate unknown transactions and chase missing receipts with a friendly, persistent approach.

Office rhythm: Purchase stationery/basic devices, receive deliveries, and keep shared spaces organised.

Vendor coordination: Book and track services like carpet cleaning, A/C maintenance, test & tag, fire compliance, and real‑estate inspections, maintaining a clear calendar and log.

Team support & culture: Coordinate Friday team lunch and monthly birthday donuts; assist with uniform sizes/orders and event logistics (RSVPs, headcounts, catering).

Assets & access: Maintain our asset register (laptops, TVs, tech, mobile phones), keys register, and gate access records.

You won’t handle payroll or statutory lodgements (BAS/IAS, super, payroll tax), and you won’t move company funds. You’ll support the admin and finance workflows so senior staff can approve and reconcile quickly.

What you’ll bring

2+ years in administration/reception or accounts support (Xero exposure highly regarded).

Confident phone manner and clear written communication.

Strong attention to detail, disciplined digital filing, and reliable follow‑through.

Comfortable juggling priorities, asking smart questions, and meeting deadlines.

Google Workspace (Docs, Sheets, Drive) or similar; quick to learn new systems.

Bonus points for: facilities/vendor coordination experience; knowledge of Australian small‑business finance terms; exposure to asset/keys registers.

What success looks like (first 90 days)

Reception: Most calls answered within 3 rings; missed calls returned promptly.

Inbox: accounts@ acknowledged same day; inbox at or near zero by close of business.

Finance support: EOM statements go out in a timely manner; unknown transactions are tracked and resolved quickly.

Records: 100% of invoices/receipts scanned and attached to Xero within 2 business days.

Cadence: A live calendar and log for vendor services; assets/keys registers accurate and up to date.

Why you’ll love it here

Real responsibility and variety — no two days the same.

Down‑to‑earth team that values craftsmanship and reliability.

Stability and growth: we’re investing in people and process.

Competitive salary + super (commensurate with experience) and the tools you need to do great work.

The fine print

Work type: Full‑time, on‑site (Monday–Friday).

Requirements: Full working rights in Australia.

How to apply

Send your resume and a short note telling us why this role fits you to [email protected] with the subject “Administrative Coordinator – Your Name”.

Tip: Include a quick example of a process you improved (e.g., inbox rules, a filing system, a checklist). We love that stuff.