Administration and Operations Assistant - Post-Construction Clean-up with ServiceM8 Experience

We are looking for an experienced and proactive Administration and Operations Assistant to support our growing post-construction cleaning business in Australia.

This role is ideal for someone who enjoys coordinating people, managing schedules, and keeping daily operations running efficiently. You will be the primary point of contact for incoming calls from clients, supervisors, and field operators, ensuring jobs are scheduled, monitored, and completed smoothly.

You'll play a key role in managing the operational flow of the business, taking ownership of phone calls, email s, bookings, and follow-ups while ensuring our administrative processes are completed accurately.

This position will become the central communication hub of the business, allowing the business owner to focus on strategic priorities while you oversee day-to-day operational coordination.

Key Responsibilities

Answer incoming phone calls professionally and confidently
Liaise with clients, supervisors, operators, and field staff
Coordinate and allocate jobs to crews and machinery
Manage bookings and scheduling
Monitor and update jobs using ServiceM8
Follow up with field staff regarding job progress and updates
Communicate with clients regarding schedules and job status
Ensure information received from site is accurately recorded and actioned
Assist with general administration and operational coordination
Help keep daily operations running efficiently
Resolve operational enquiries where possible before escalating
Take ownership of enquiries from start to finish
Identify issues early and proactively communicate solutions
Reduce unnecessary interruptions to management
Act as the first point of contact for operational enquiries
Escalate only matters requiring management input
Follow up outstanding jobs until completion
Ensure all stakeholders receive timely updates

Skills & Experience

Excellent spoken and written English
Professional phone manner with confidence handling inbound and outbound calls
Previous administration, scheduling, or coordination experience
Operations coordination or operations management experience is highly regarded
Strong judgement and ability to prioritise competing tasks
Experience with job allocation or workforce scheduling
Relevant qualification or equivalent practical experience
Previous experience in administration within a construction, trades, or service-based business is highly desirable
Experience using ServiceM8 is preferred
Understanding of construction, earthmoving, site clearing, or trade industries is an advantage
Strong organisational and problem-solving skills
Ability to multitask in a fast-paced environment
Strong follow-up skills with excellent attention to detail

The Ideal Candidate

We're looking for someone who:

Thinks ahead and takes initiative
Takes ownership of their work
Solves problems before escalating them
Is confident making decisions in a fast-paced environment
Enjoys communicating with clients, trades, and field staff
Thrives on keeping operations organised and moving efficiently
Can confidently coordinate multiple people and priorities
Remains calm under pressure
Understands how site operations work
Communicates clearly with both clients and field crews
Enjoys creating structure and keeping processes running smoothly

If you're highly organised, proactive, and enjoy being at the centre of daily operations, reply with the title: "I am your next Administration and Operations Assistant"! and share your CV