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Business Operations Coordinator

3 weeks ago

Mudgee, Australia beBeeOperations Full time $70,000 - $90,000
Business Operations Coordinator

This role is responsible for ensuring seamless day-to-day operations across administrative, financial, and logistical functions.

Main Responsibilities:
  • Financial Management: Oversee end-to-end management of company accounts using Xero, including accounts payable and receivable, bank reconciliation, payroll processing, and employee entitlements.
  • Cash Flow Monitoring: Regularly monitor cash flow to inform forecasting and budgeting decisions.
  • Budgeting and Reporting: Prepare and manage monthly budgets, financial summaries, and job profitability reports.
  • Tax Compliance: Liaise with the external accountant for BAS statements, PAYG, and annual accounts and tax queries.
  • Inventory Management: Order stock materials (coil, steel, fixings, etc.) based on job requirements.
  • Order Processing: Process and track special/custom orders for specific jobs.
  • Stock Reconciliation: Monitor stock levels and coordinate with production for upcoming work.
  • Supplier Invoicing: Reconcile supplier invoices against purchase orders and delivery dockets.
  • Client Communication: Assist the director with preparation of quotes.
  • Roof Take-Offs: Perform roof take-offs using tools such as Roof Wizard.
  • Quote Accuracy: Gather and enter accurate information to ensure quotes reflect materials and labour needs.
  • Documentation: Maintain clear documentation of quote revisions and job variations.
  • Front-of-House Duties: Handle front-of-house responsibilities, including answering phones, greeting visitors, and handling walk-ins.
  • Email Management: Manage the main company email inbox—respond, forward, and escalate as needed.
  • Communication: Maintain professional and timely communication with clients and suppliers.
  • Job Updates: Provide regular updates on job progress, deliveries, and scheduling.
  • Delivery Coordination: Schedule and coordinate delivery of frames and trusses.
  • Logistics: Liaise with workshop staff, drivers, and clients to ensure timely dispatch and drop-off.
  • Transportation: Arrange transport logistics, including truck or crane bookings when required.
  • Project Tracking: Use Trello for job tracking and workflow management.
  • Trello Administration: Enter and maintain accurate job information, updates, deadlines, and checklists in Trello.
  • Internal Communication: Support internal communication between detailers, workshop, and installers.
  • Record Keeping: Keep accurate records and digital filing of all job documentation.
  • Administrative Support: Support the director with admin tasks, business compliance, and reporting.
  • System Implementation: Assist with business development and implementation of systems and processes.
Requirements:
  • Office Management Experience: Strong experience in office management, accounts, and admin.
  • Software Knowledge: Preferable knowledge of Xero, Trello, Microsoft Excel, and job management software.
  • Accuracy and Attention to Detail: Accurate and analytical with a good eye for detail (especially in financials and quoting).
  • Communication and Organizational Skills: Excellent communication, time management, and multitasking skills.
  • Teamwork: Ability to work both autonomously and collaboratively in a small team.