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Senior Business Operations Coordinator

3 weeks ago

Mudgee, Australia beBeeBusiness Full time $60,000 - $80,000

Job Title: Business Operations Manager

Job Description:

The Business Operations Manager plays a pivotal role in ensuring the smooth functioning of our operations. This individual is responsible for overseeing various aspects of our business, including administration, finance, logistics, and customer service.

They must have strong experience in office management, accounts, and admin. The ideal candidate will possess knowledge of Xero, Trello, Microsoft Excel, and job management software.

Key responsibilities include managing company accounts, cash flow monitoring, financial forecasting, budgeting, and preparing financial summaries and job profitability reports. Additionally, they will be responsible for liaising with suppliers and clients, as well as coordinating delivery and logistics.

Main Responsibilities:

  • Financial & Accounts Management

    • Manage company accounts using Xero, including accounts payable and receivable, bank reconciliation, payroll processing, and employee entitlements.
    • Cash flow monitoring and forecasting.
    • Prepare and manage monthly budgets, financial summaries, and job profitability reports.
    • Liaise with external accountants for BAS statements, PAYG, and any other annual accounts and tax queries.

  • Procurement & Stock Control

    • Order stock materials based on job requirements.
    • Process and track special/custom orders for specific jobs.
    • Monitor stock levels and coordinate with production for upcoming work.
    • Reconcile supplier invoices against purchase orders and delivery dockets.

  • Quoting & Take-Off Support

    • Assist directors with quote preparation.
    • Perform roof take-offs using tools like Roof Wizard.
    • Gather and enter accurate information to ensure quotes reflect materials and labour needs.
    • Maintain clear documentation of quote revisions and job variations.

  • Customer Service & Communication

    • Front-of-house duties: answering phones, greeting visitors, handling walk-ins.
    • Manage the main email inbox – respond, forward, and escalate as needed.
    • Provide regular updates on job progress, deliveries, and scheduling.

  • Delivery & Logistics Coordination

    • Schedule and coordinate delivery of frames and trusses.
    • Liaise with workshop staff, drivers, and clients to ensure timely dispatch and drop-off.
    • Arrange transport logistics, including truck or crane bookings when required.

  • Project & Workflow Management

    • Use Trello for job tracking and workflow management.
    • Enter and maintain accurate job information, updates, deadlines, and checklists in Trello.

  • General Office Administration

    • Keep accurate records and digital filing of all job documentation.
    • Support directors with admin tasks, business compliance, and reporting.