Work schedule:

• Monday - Friday, 9:00 am to 6:00 pm Sydney

Overview:
We are looking for an Operations & Communications Coordinator to take ownership of the business’s core administrative systems and ensure smooth day-to-day operations. This role is focused on building and maintaining structure in areas such as email management, process documentation, and client communication. You will be responsible for creating standardized workflows, ensuring important communications are never missed, and supporting leadership with systemized operations that enable scalability. This is a role for someone who thrives in organization, values precision, and can confidently establish processes that reduce inefficiencies across the business.

Responsibilities:

• Email System Management: Implement filters, maintain organized inboxes, and ensure no important communication is lost in spam. Apply professional standards to all outbound emails, using templates and frameworks for consistency.
• Process Documentation: Create, update, and maintain Standard Operating
  Procedures (SOPs) to standardize workflows. Build templates for routine communications and ensure processes are easy to follow and scalable.
• Client Communication: Manage client emails, respond promptly, and maintain
  accurate communication logs. Provide updates on project status and ensure client inquiries are handled in a professional and timely manner.
• Operational Coordination: Oversee administrative workflows such as document
  management, scheduling, and resource allocation. Ensure compliance with
  record-keeping standards and support project delivery teams by handling
  background administration. 
• System Optimization: Identify inefficiencies in current workflows and recommend
  improvements. Support leadership in establishing structures that allow effective
  delegation and reduce dependency on manual oversight.

Scope:

• Maintain a clear and efficient email structure to ensure zero loss of important client or
  business communications.
• Develop and manage a full library of SOPs covering all recurring administrative and
  communication processes.
• Provide administrative support for 5–10 active projects, ensuring all documentation,
  updates, and communication are accurate and on time.
• Ensure all client interactions are logged and tracked in the system to maintain service
  quality and continuity.
• Support leadership in scaling operations by creating systems that allow effective
  delegation of tasks and responsibilities.

Requirements:

• Proven experience in administrative coordination, operations support, or executive
  assistance.
• Strong organizational skills with demonstrated ability to create and maintain
  structured workflows.
• Excellent written and verbal communication, with the ability to maintain professional
  standards in all correspondence.
• Proficiency with email systems, digital filing tools, and CRM or project management
  platforms.
• Experience drafting and maintaining Standard Operating Procedures (SOPs).
• A background in construction, trades, or service-based industries is an advantage.
• Problem-solving mindset with the ability to streamline complex or fragmented
  processes.
• Highly detail-oriented, with the ability to manage multiple tasks and priorities
  effectively.

Independent Contractor Perks:

• Health Insurance Coverage for eligible locations
• Permanent work-from-home
• Immediate hiring