Job Overview

Our client is looking for a proactive and highly organized Operations & Project Coordinator to support the day-to-day operations of their business. This role is ideal for a junior to mid-level professional who enjoys coordinating people, managing multiple priorities, and ensuring projects progress smoothly.

As the central point of communication between clients, suppliers, contractors, internal teams, and leadership, you will play a vital role in maintaining operational efficiency and delivering an excellent client experience. The ideal candidate is a confident communicator who is comfortable making phone calls, following up on outstanding tasks, and working in a fast-paced environment.

Schedule

• Monday - Friday, 9:00 AM - 6:00 PM Burnley, VIC Time, with 1 hour unpaid break (40 work hours per week)

Responsibilities

Client & Stakeholder Communication

• Serve as a primary point of contact for clients, suppliers, contractors, and internal stakeholders.
• Respond to enquiries professionally via phone, email, and other communication channels.
• Build and maintain positive relationships with clients through timely communication and follow-up.
• Provide regular updates regarding project progress, support requests, and operational activities.
• Escalate issues appropriately to ensure timely resolution.

Project Coordination

• Assist in coordinating multiple projects from initiation through completion.
• Work closely with project managers to monitor timelines, milestones, and deliverables.
• Track project progress and ensure outstanding tasks are completed on schedule.
• Coordinate field technicians and contractors for client installations and deployments.
• Maintain accurate project documentation and status updates.

Operations Support

• Support daily administrative and operational activities across the business.
• Coordinate internal communications between departments.
• Assist leadership with scheduling, reporting, documentation, and operational tasks.
• Help improve administrative processes and workflow efficiency.

Sales Team Support

• Coordinate project handovers from the sales team to the operations team.
• Ensure client commitments made during the sales process are accurately documented and fulfilled.
• Assist with onboarding new clients and tracking rollout schedules.
• Maintain accurate records of client information and project documentation.

Contractor & Supplier Coordination

• Coordinate external contractors and suppliers involved in client projects.
• Schedule installations, deployments, and maintenance activities.
• Ensure contractors receive accurate job details, documentation, and client information.
• Follow up on completed work and obtain required documentation.

Remote Support Team Coordination

• Assist in coordinating daily activities for the remote technical support team.
• Monitor support requests and ensure timely assignment and completion.
• Maintain clear communication between support technicians and clients.
• Track outstanding tickets and follow up where required.

Administration & Reporting

• Maintain organized records, project documentation, and operational files.
• Prepare reports, trackers, and meeting notes as required.
• Update internal systems with accurate project and client information.
• Perform additional administrative duties as assigned.

Requirements 

• 2–4 years of experience in administration, operations, project coordination, customer service, office management, or a similar role.
• Excellent written and verbal English communication skills, with confidence in communicating with clients and suppliers via phone and email.
• Strong organizational, time management, problem-solving, and multitasking skills, with exceptional attention to detail and the ability to meet deadlines.
• Proficient in Microsoft Office (Word, Excel, Outlook) and Google Workspace; experience using CRM systems, project management, or task management tools is an advantage.
• Experience supporting project coordination or operations teams, with the ability to coordinate multiple stakeholders; exposure to IT services, retail operations, field services, or technical support environments is preferred.
• Familiarity with project management platforms such as Monday.com, Asana, ClickUp, Trello, or similar tools is an advantage.
• Willingness to work Australian business hours
• Willingness and ability to attend occasional onsite meetings or collaboration sessions if required.

Key Performance Indicators (KPIs)

• Timely completion of administrative and coordination tasks.
• Client satisfaction and communication responsiveness.
• Accuracy of project documentation and reporting.
• On-time coordination of projects, contractors, and suppliers.
• Effective follow-up and resolution of outstanding tasks.
• Strong collaboration across internal teams.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.