Operations Assistant

Role Overview

• Provide day to day administrative, scheduling, and operational support to leadership.
• Assist with documenting and improving internal operational processes.
• Maintain organized digital filing systems and business records.
• Support invoice tracking, documentation management, and operational administration.
• Ensure operational tasks are completed accurately and on time.
• Provide administrative support in managing client accounts and service requests.
• Assist with client documentation, correspondence, and record keeping.
• Track client deliverables, action items, and follow ups to ensure timely completion.
• Support the preparation of client reports, updates, and documentation packages.
• Maintain accurate client and project records within company systems.
• Assist in monitoring project timelines, deliverables, and progress updates.
• Maintain project schedules, documentation registers, and reporting records.
• Track project documentation and ensure records remain up to date.
• Support contract administration and change order tracking.
• Coordinate project related documentation and internal communications.
• Coordinate communication between site teams and management.
• Track subcontractor schedules and project progress updates.
• Maintain daily site reports and documentation logs.
• Assist with compliance tracking, including safety documentation, permits, and inspections.
• Organize and maintain project records and supporting documentation.
• Monitor and track expiry dates for company licenses, permits, registrations, and certifications.
• Coordinate timely renewals of compliance related documentation.
• Track employee certifications, insurance policies, and professional licenses.
• Liaise with relevant authorities, service providers, and stakeholders when required.
• Maintain an accurate compliance and renewal calendar.
• Manage email coordination and communication between internal teams, contractors, suppliers, and clients.
• Support leadership and cross functional teams with coordination and administrative tasks.
• Ensure timely follow up on operational activities and outstanding deliverables.
• Escalate operational risks, delays, or urgent matters when necessary.
• Facilitate smooth communication and collaboration across multiple stakeholders.

Requirements

• Proven experience in operations support, administration, project coordination, account support, executive assistance, or similar roles.
• Strong organizational and coordination skills with excellent attention to detail.
• Excellent written and verbal English communication skills.
• Ability to manage documentation, records, and compliance related processes.
• Strong time management skills with the ability to prioritize multiple tasks and deadlines.
• Highly reliable, proactive, and accountable.
• Comfortable working in a fast paced environment while managing competing priorities.
• Ability to work independently with minimal supervision.
• Strong problem solving and critical thinking abilities.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and online collaboration tools such as Teams, OneDrive, and SharePoint.
• Experience within the construction, building services, engineering, trades, or project based industries is highly regarded.
• Experience supporting Australian businesses is advantageous.