Operations & Administration Coordinator

SUMMARY:
About The Company
We are a fast-growing entrepreneurial construction and development business operating across multiple projects and ventures. We are building a modern, high-performance company focused on speed, adaptability, execution and strong relationships. Our environment is hands-on, fast-paced and constantly evolving.
 
We are looking for somebody who takes ownership, solves problems proactively and helps drive the business forward rather than waiting for instruction. This is an exciting opportunity for somebody who enjoys variety, thrives in entrepreneurial environments and wants to grow alongside an expanding business.
 
About The Role
This role combines operations coordination, administration and executive assistant responsibilities within a fast-moving entrepreneurial construction business. The successful candidate will work closely with leadership to help coordinate operations, manage administration, track project deliverables and support the ongoing execution of multiple projects and business activities.

The role is best suited to somebody who is highly organised, proactive, adaptable and comfortable working in a fast-paced entrepreneurial environment with multiple moving parts. This position requires somebody who is comfortable wearing multiple hats, taking initiative without constant direction and helping bring structure and momentum to a growing business.

POSITION INFO:
Key Responsibilities

• General office administration and coordination
• Filing and document management
• Scheduling meetings and diary coordination
• Booking travel, accommodation and logistics
• Taking meeting minutes where required
• General operational and administrative support
• Capturing and allocating expenses
• Basic bookkeeping administration
• Processing and raising invoices
• Tracking payments and maintaining payment schedules
• Updating spreadsheets and finance trackers
• Liaising with external accounting support
• Supporting administration on Sage or similar systems
• Tracking project action items and deliverables
• Following up on outstanding tasks across projects
• Assisting with coordination across multiple businesses and initiatives
• Supporting operational execution and project progression
• Assisting with presentations, reporting and documentation
• Helping improve administrative systems and processes
• Supporting supplier, subcontractor and operational coordination
• Assisting with procurement and project logistics where required
• Helping ensure operational momentum across projects and business activities

• Managing leadership diaries, schedules and meeting coordination
• Assisting with personal and business administrative tasks
• Coordinating travel, accommodation and logistics
• Helping prioritise and track key action items
• Following up on outstanding items with internal and external stakeholders
• Assisting leadership with day-to-day operational coordination
• Preparing documents, presentations and reports where required
• Acting as a central coordination point across projects and business activities

• Relevant qualification in Administration, Business Administration, Office Management, Finance, Accounting or related field advantageous
• Approximately 3–5 years’ administration, operations coordination, executive assistant or business support experience
• Exposure to bookkeeping or finance administration advantageous
• Strong Microsoft Office skills, particularly Excel
• Experience using Sage or similar systems advantageous
• Strong organisational, multitasking and communication skills
• Ability to work independently, take initiative and manage multiple priorities
• Comfortable working in a fast-paced entrepreneurial environment
• Proactive, adaptable and solutions-driven personality
• Good knowledge of office IT setup, including setting up new equipment and updating the equipment register

• Exposure to bookkeeping or finance administration
• Experience using Sage or similar accounting software
• Experience supporting multiple projects or stakeholders simultaneously
• Exposure to SME, startup or entrepreneurial business environments
• Exposure to construction, project coordination or operational environments advantageous

• Self-starter with strong initiative
• Highly organised under pressure
• Comfortable operating in fast-moving environments
• Takes ownership and solves problems proactively
• Able to adapt quickly as priorities shift
• Strong follow-through and accountability
• Comfortable wearing multiple hats
• Practical, hands-on and execution-focused
• Able to identify gaps and improve systems independently
• Comfortable working closely with leadership and managing multiple priorities
• Thrives in entrepreneurial and high-growth business environments

• Problems are solved before they escalate
• Leadership can rely on strong follow-through and accountability
• Operations run smoother because of your involvement
• Tasks are driven to completion without constant follow-up
• You bring structure and momentum to fast-moving project
• You help improve systems and operational efficiency as the business grows