Business Systems & Operations Coordinator

About the Role

We’re hiring a Business Systems & Operations Coordinator to support an established Australian trades business.

This is not a basic admin role.

You’ll be responsible for keeping the business running day-to-day—managing jobs, systems, scheduling, invoicing, and ensuring everything flows from enquiry through to payment.

If you’ve worked with job management systems like Simpro, AroFlo, or ServiceM8 and understand how service businesses operate, this role will suit you.

• Manage CRM/job management system (jobs, customers, quotes, invoices)
• Coordinate job scheduling for tradespeople and technicians
• Support quoting (labour, materials, pricing structures)
• Prepare and review invoices before sending
• Track job progress and ensure nothing falls behind
• Monitor outstanding invoices and assist with follow-ups
• Identify workflow issues and suggest improvements
• Support general admin and coordination across the business

What We’re Looking For

• Experience with job management systems (Simpro, AroFlo, ServiceM8, Tradify, etc.)
• Background in trades, construction, maintenance, or service-based businesses
• Experience with quoting, scheduling, and invoicing workflows
• Strong understanding of how a job flows from enquiry → quote → completion → invoice → payment
• Strong CRM experience
• Experience with Xero, MYOB, or similar accounting software

• Strong attention to detail
• Ability to work independently and manage priorities
• Ability to understand workflows and develop them
• Confident communicator (internal team + customers)
• Problem-solver who can identify gaps and fix them
• Comfortable working in a fast-paced environment