Remote Operations & Administration Coordinator – Australian Property Services

EPS Paint and EPS Clean, part of the EPSolution group, are Brisbane-based property services companies delivering painting and cleaning across residential, commercial and construction projects in South East Queensland. We are seeking a highly organised, detail-driven Operations & Administration Coordinator to own the operational engine of the business: getting crews to site, jobs invoiced, subcontractors compliant and paid on time, and reporting delivered every day. This fully remote role runs to a structured weekly schedule, aligned to Brisbane business hours (8:30am–5:00pm AEST, Monday to Friday).

Key Responsibilities:

Job Coordination & Scheduling:

Run the daily coordination check-in with cleaners, painters, site managers and contract administrators, and clear overnight and weekend issues first thing.
Dispatch jobs and confirm crew allocation and site access, with rosters confirmed at least 24 hours ahead.
Build, finalise and issue the fortnightly roster by midday every Friday.
Manage on-the-day disruptions such as no-shows, urgent site requests and last-minute consumable needs, arranging cover quickly.
Raise unresolved issues, route conflicts and delivery concerns to the Operations Manager through a structured escalation process.

Invoicing, Costing & Receivables:

Invoice every completed job within 24 hours of completion.
Verify that every work order has a purchase order and scope of works before service begins.
Keep job costing current for jobs in progress and review costing for completed jobs weekly.
Chase overdue client accounts and log accounts chased and amounts recovered.
Raise purchase orders for consumables and chemicals and liaise with suppliers.

Subcontractor Compliance & Payroll Preparation:

Verify subcontractor hours against ServiceM8 job records each pay period.
Issue hours summaries to subcontractors for confirmation, and resolve amendments and disputes.
Prepare the subcontractor batch payment file and hand it to accounts for processing.
Run the weekly compliance gate, confirming right to work, insurance, signed agreements and ABN for every subcontractor before they are rostered. No clearance means no roster.
Complete access revocations for subcontractors who finish with us.
Support recruitment for coordination roles as needed.

Reporting & Admin:

Submit a Daily Completion Sheet by 4:30pm every working day.
Compile six weekly performance measures and deliver the weekly pack to the General Manager.
Attend the Monday team goals meeting and the Friday whole-company results meeting.
Respond to client messages the same day and keep overdue tasks at zero by close of business.

Reporting Structure:
This role reports to the General Manager and works closely with the Operations Manager on escalations and delivery. It also works alongside the sales support, accounts and marketing teams, and directly with site crews and subcontractors.

Ideal Candidate Profile:
We are looking for someone with fluent written and spoken English who thrives on structure, deadlines and follow-through. You're comfortable working to a set weekly cadence, owning clear outputs and flagging problems early rather than absorbing them. You can stay calm and decisive when a crew doesn't show or a site needs something now. Spanish language skills are strongly preferred, as much of our crew communication happens in Spanish. Experience in construction, trades, property services or field service coordination is highly regarded. Familiarity with ServiceM8, Xero, Pipedrive and Google Workspace is an advantage, and an interest in automation and AI tools is valued.