Operations Coordinator

Join Our Team and Make a Difference

Are you highly organised, thrive in fast-paced environments, and passionate about supporting teams that truly help others? We are looking for a proactive Operations Administrator to manage rostering, bookings, and invoicing for our first aid services & training team. This is the perfect role for someone who enjoys balancing administrative excellence with practical problem-solving in a service-focused environment.

About Us

Since 2006, Quay Medics has delivered professional first aid and pre-hospital medical services at events across NSW. Trusted by organisers in sports, community, corporate, and cultural events, we pride ourselves on clinical quality, operational reliability, and efficient service delivery. Our team is dynamic, energetic, and committed to supporting people when they need it most. We're a small company with big plans – with further business acquisitions planned. That means you'll be joining us at a growth stage, with opportunities to shape processes and work across our sister companies as we expand.

About the Role

As the Operations Administrator, you'll be the key link between our field medics & trainers (a team of 100+ first aid officers, paramedics & trainers), our clients, the leadership team, and our internal systems. This role blends administrative coordination, rostering (scheduling staff across multiple events), managing event bookings and invoicing, logistics support, and general people coordination. 
You do not need to be a paramedic
 – we're looking for someone with strong organisational skills and a knack for keeping operations running smoothly behind the scenes.

Key Responsibilities

• Roster Coordination: Schedule and roster our team of 10+ first aid staff & trainers for events, ensuring every shift and event is properly covered.
• Event Bookings & Client Liaison: Manage incoming bookings and liaise with clients/event organisers to confirm requirements, ensuring each booking is appropriately staffed and all details are handled.
• Inventory Management: Maintain and monitor inventory of medical supplies and equipment, coordinating replenishments so teams are always well-equipped.
• Staff Onboarding Support: Assist with recruitment processes, onboarding new team members, and coordinating training logistics for field staff.
• Compliance Tracking: Ensure all staff certifications and compliance documentation (AHPRA, First Aid, CPR, Working with Children checks, etc.) are up-to-date and properly recorded.
• Invoicing & Admin: Prepare and send out invoices for completed events/services and assist with basic accounts reconciliation. Handle reporting and general administrative tasks to keep the office running efficiently.
• Process Improvement: Identify and implement improvements in our scheduling, booking, and admin systems as the business grows, helping us scale our operations smoothly.

What We're Looking For (About You)

• Experience: 2–3 years in an administrative or operations coordination role (rostering or scheduling experience highly regarded).
• Industry Knowledge: 
  Bonus:
   Experience or familiarity with first aid services, first aid training, healthcare, events, or emergency services is advantageous (but not required – we will train you on our industry specifics).
• Organisation & Detail: Exceptional organisational skills and attention to detail – you can juggle multiple schedules and tasks without letting anything slip.
• Communication: Strong communication and customer-service skills. You're confident liaising with clients and supporting staff, and you handle problems with a calm, solutions-focused attitude.
• Tech Savvy: Comfortable using rostering/scheduling tools and Microsoft Office suite. You adapt quickly to new software and systems.
• Team Attitude: A positive, team-first mindset with a proactive approach. You take initiative to fix issues and are always ready to help out your colleagues.
• Flexibility: Willingness to take the occasional after-hours or weekend call to manage last-minute cancellations or changes.

Bonus Skills (Not Essential)

• Healthcare/Events Background: Previous experience in the healthcare sector, event management, or emergency services environment.
• Compliance Knowledge: Familiarity with tracking qualifications, certifications or compliance documents in a regulated setting.

What You'll Get

• Competitive Salary: commensurate with experience, and with room to grow as we expand.
• Growth Opportunity: A chance to shape the direction of operations in a scaling company. Your ideas will be heard, and you'll play a key role in improving our systems.
• Broader Career Path: As we acquire and grow, you could expand your role across a group of businesses, opening up future leadership opportunities.
• Team Culture: Be part of a purpose-driven, close-knit team that's passionate about helping others. We offer a vibrant, supportive culture where we celebrate wins and learn together.
• Professional Development: Ongoing training and development in a varied, hands-on role – no two days are the same, so you'll continually build new skills and knowledge.

How to Apply:

If you're ready to take on a rewarding operations role where your organisational talents will directly contribute to making events safer, we'd love to hear from you Please submit your resume and a brief cover letter outlining your fit for this role.

Join us at Quay Medics and help make a real difference through efficient, critical service delivery.