Office Operations Specialist

4 days ago

Melbourne, Victoria, Australia beBeeOrganiser Full time $48,176 - $86,155
Job Title: Office Operations Specialist

The role of an Office Operations Specialist is multifaceted, covering administrative, organisational, and communication tasks. As the backbone in office operations, you will work closely with directors to ensure projects run smoothly, schedules are optimised, and no detail is missed.

Key Responsibilities:
  • Administrative Support
    • Schedule meetings, site visits, and block time for key tasks.
    • Keep track of all tasks and promises from meetings, ensuring completion.
  • Construction Support
    • Use software tools like Buildxact, Wunderbuild, or similar for quoting, estimating, and plan take-offs.
    • Prepare and manage project schedules, ensuring deadlines are met.
    • Coordinate with subcontractors, suppliers, and clients for smooth project execution.
  • Communication
    • Draft and proofread correspondence, quotes, and reports.
  • Organisational Efficiency
    • Streamline office processes and introduce systems to improve productivity.
    • Maintain organised digital and physical files, including plans, invoices, and permits.

About this Role:

As an Office Operations Specialist, you will have a strong focus on delivering exceptional results while continuing our commitment to quality by streamlining our operations. You will be proactive, with the ability to anticipate needs and solve problems independently.

Required Attributes:

  • Excellent communication skills, both written and verbal.
  • Tech-savvy, with experience using construction management tools or a willingness to learn.
  • Strong attention to detail, ensuring no task or follow-up is overlooked.
  • Proactive problem-solving skills.

Experience & Skills:

Previous experience as an Executive Assistant, Construction Administrator, or similar role, with proficiency in software like Buildxact, Wunderbuild, Microsoft Office, or similar tools is required.

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