Operations & Office Coordinator

We are seeking a highly organized, proactive, and tech-savvy Operations & Office Coordinator to provide high-level administrative, operational, and executive support to a business owner managing multiple growing businesses.

This role is responsible for coordinating day-to-day operations, managing schedules, streamlining administrative workflows, and ensuring business activities run efficiently. The successful candidate will serve as a key point of coordination across teams, support sales administration, and help maintain smooth business operations, allowing leadership to focus on strategic growth, partnerships, and client engagement.

This position is ideal for someone who thrives in a fast-paced environment, enjoys multitasking, and takes ownership of keeping people, projects, and priorities organized.

1. Executive & Office Coordination (Approximately 40%)

• Proactively manage and coordinate the executive's calendar, meetings, appointments, and scheduling priorities.
• Protect dedicated focus time for strategic meetings, business development activities, and client engagements.
• Monitor daily priorities, action items, and task lists, ensuring deadlines and commitments are met.
• Review, organize, and prioritize emails across multiple inboxes while escalating urgent matters appropriately.
• Coordinate internal meetings, prepare schedules, and support general executive administration.
• Assist with personal administrative tasks as required.

1. Sales Administration & Client Coordination (Approximately 30%)

• Monitor incoming business inquiries and ensure prompt routing to the appropriate stakeholders.
• Coordinate discovery calls, product demonstrations, and client meetings.
• Prepare briefing notes before meetings, including client background, business information, objectives, and relevant context.
• Maintain accurate scheduling records and support the overall sales coordination process.
• Ensure a seamless experience from initial inquiry through scheduled meetings.

1. Operations & Team Coordination (Approximately 30%)

• Serve as the primary administrative contact for internal team members regarding scheduling, workflow coordination, and operational support.
• Coordinate communication between leadership and various departments.
• Monitor ongoing operational tasks and follow up on outstanding action items.
• Assist with process documentation and workflow improvements.
• Support day-to-day business administration to ensure operational efficiency.
• Help coordinate priorities across multiple projects and business functions.

Qualifications & Requirements

• Minimum of 3 years of experience as an Operations Coordinator, Office Coordinator, Executive Assistant, Project Coordinator, or Senior Administrative Assistant.
• Experience supporting business owners, executives, or leadership teams is highly preferred.
• Experience working with Australian businesses is an advantage.

Technical Skills

Proficiency with:

• Google Workspace (Gmail, Calendar, Docs, Sheets, Drive)
• Google Calendar
• Calendly
• Gemini AI or other AI productivity tools
• Communication platforms such as Slack and WhatsApp
• Microsoft Office applications

• Strong research capabilities with the ability to gather information from multiple sources and present findings in a clear, organized, and actionable format.
• Able to independently compare products, services, or business solutions and prepare structured recommendations.

• Excellent verbal and written English communication skills.
• Confident coordinating with executives, internal teams, clients, and external stakeholders.
• Comfortable asking clarifying questions and managing competing priorities professionally.

• Highly organized with exceptional attention to detail.
• Proactive and able to anticipate business needs before they arise.
• Strong time management and multitasking abilities.
• Adaptable and comfortable working across multiple business functions in a fast-paced environment.
• Able to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Self-motivated, resourceful, and capable of working with minimal supervision.

• Work closely with a business owner and contribute directly to business growth and operational success.
• Gain exposure to diverse business functions, including executive support, operations, sales coordination, and process improvement.
• Be part of a dynamic, collaborative, and fast-growing organization where your contributions have a meaningful impact.