OPERATIONS COORDINATOR

Australian Electrical & Trades Experience

ABOUT THE ROLE

We are looking for a highly experienced Operations Coordinator to support an established Australian electrical and trades business.

This is a hands-on operations role, not an entry-level VA or general administration position. The successful candidate must already understand how an Australian trades/service business operates and be confident managing jobs, scheduling, customers, suppliers, purchasing, invoicing, Xero, and job costing with minimal supervision.

The ideal candidate is proactive, highly organised, detail-oriented, and capable of taking ownership of day-to-day operations.

MANDATORY REQUIREMENTS

Candidates must meet ALL requirements below to be considered.

Professional Experience

• Minimum 5 years' experience in administration, operations, coordination, or a related role
  
• Minimum 2 years' experience supporting Australian businesses
  
• Minimum 2 years' experience specifically within an Australian electrical, construction, maintenance, or trades/service business
  

Systems & Technical Skills

• Hands-on experience with Tradify, SimPRO, ServiceM8, AroFlo, or a similar job management system
  
• Hands-on experience using Xero
  
• Experience creating and managing purchase orders
  
• Experience processing and following up supplier invoices
  
• Experience tracking job costs and expenses
  
• Experience using CRM systems
  
• Comfortable using technology and AI tools such as ChatGPT to improve efficiency
  

Operations & Communication

• Experience scheduling and coordinating tradespeople, jobs, or service appointments
  
• Experience communicating directly with Australian customers and suppliers via phone and email
  
• Excellent written and spoken English
  

All mandatory requirements must be met. Candidates who do not meet every requirement will not be considered.

KEY RESPONSIBILITIES

Job & Operations Coordination

• Manage jobs from creation through to completion
  
• Schedule and coordinate jobs, appointments, and tradespeople
  
• Monitor job progress and follow up outstanding actions
  
• Coordinate with internal staff to ensure jobs progress on time
  
• Maintain accurate customer records, job information, and documentation
  

Purchasing & Supplier Coordination

• Create and manage purchase orders
  
• Coordinate with suppliers regarding orders, deliveries, and job requirements
  
• Process and follow up supplier invoices
  
• Track supplier costs and expenses against jobs
  

Xero & Job Costing

• Maintain accurate records within Xero
  
• Track job-related costs and expenses
  
• Ensure financial and job information is recorded accurately
  
• Identify discrepancies or issues that may impact job profitability
  

Customer & Team Communication

• Communicate directly with Australian customers via phone and email
  
• Liaise with suppliers, tradespeople, and internal staff
  
• Provide timely updates and follow up outstanding requirements
  
• Resolve day-to-day operational issues independently
  

Process Improvement

• Identify inefficient administrative and operational processes
  
• Recommend and implement practical improvements
  
• Use technology and AI tools to improve efficiency
  
• Find smarter and more effective ways to streamline workflows
  

Requirements

WHAT WE'RE LOOKING FOR

The successful candidate should:

• Take ownership and accountability for their responsibilities
  
• Work with urgency and initiative
  
• Proactively follow up outstanding tasks without being reminded
  
• Manage multiple jobs, priorities, and deadlines simultaneously
  
• Have exceptional attention to detail
  
• Understand the impact of errors on customers, tradespeople, scheduling, and job profitability
  
• Identify problems and propose practical solutions
  
• Work independently without constant supervision
  
• Look for smarter and more efficient ways of working
  
• Communicate confidently and professionally with Australian customers and suppliers
  

THIS ROLE IS NOT SUITABLE FOR

Please do not apply if your experience is primarily:

• Entry-level administration
  
• General virtual assistance without Australian trades experience
  
• Data entry
  
• Administrative work without operational responsibilities
  
• Experience without Australian business exposure
  
• Experience without Australian electrical, construction, maintenance, or trades/service experience
  
• Experience without job management software
  
• Experience without Xero
  
• Experience without purchase order, supplier invoicing, or job costing experience
  
• Roles requiring detailed, step-by-step instructions
  
• Roles without direct communication with Australian customers and suppliers
  

Benefits

• Healthy, supportive, and conducive work environment (Great Place to Work™ Certified for three consecutive years!)
  
• Work with an innovative company delivering cutting-edge solutions across multiple industries
  
• Lead a team in a fast-paced, high-growth environment
  
• Competitive salary with opportunities for career advancement
  
• Collaborative, forward-thinking work culture
  
• 21 leave credits plus all client-based holidays
  
• HMO coverage with dependent benefits
  
• Exposure to world-class leadership from both local and international supervisors