Admin

ADMIN/Operations & Administration Coordinator – Construction

Company: Remedial Leaders Pty Ltd
Position: Operations & Administration Coordinator
Employment Type: Full-Time
Location: Sydney, NSW
Reports To: Managing Director

About the Role

Remedial Leaders is seeking an organised, proactive and reliable Operations & Administration Coordinator to support the day-to-day operation of our construction and remedial building business.

This is a broad role suited to someone who enjoys taking ownership, keeping projects organised and helping management stay on top of emails, calls, schedules, documentation, clients, subcontractors and general administration.

The successful candidate will act as a central point of contact for the business and assist the Managing Director and project team with both office and project administration.

Key Responsibilities

Email & Communication Management

• Monitor company email inboxes and action routine correspondence.

• Respond to general client, supplier and subcontractor enquiries.

• Forward technical or contractual matters to the appropriate manager.

• Follow up outstanding emails, quotations, documents and approvals.

• Maintain professional communication with clients, consultants, suppliers and subcontractors.

Phone & Client Enquiries

• Answer incoming company phone calls.

• Take accurate messages and direct calls as required.

• Manage new client enquiries.

• Obtain initial information including:

  • Client name

  • Contact details

  • Project address

  • Description of works

  • Photos

  • Drawings

  • Required timing

• Arrange site inspections and meetings where required.

Calendar & Scheduling

• Manage management calendars and appointments.

• Schedule site inspections, meetings and client appointments.

• Coordinate subcontractors and suppliers.

• Maintain reminders for important deadlines and follow-ups.

• Assist with planning daily and weekly workloads.

• Keep management informed of upcoming commitments.

Project Administration

• Set up new project folders and project records.

• Maintain organised digital filing systems.

• Maintain project contact lists and registers.

• Track drawings, revisions and project documentation.

• Assist with:

  • RFIs

  • Variations

  • Purchase orders

  • Quotations

  • Site reports

  • Certificates

  • Subcontractor documents

  • Project correspondence

• Follow up outstanding information required for projects.

• Maintain project action lists and status updates.

Quoting & Tender Administration

• Receive and register new tender and quotation opportunities.

• Download and organise tender documentation.

• Assist management with preparation of fee proposals and quotations.

• Send quotations and proposals to clients.

• Follow up submitted quotations.

• Maintain a quotation and tender register.

• Keep records of successful and unsuccessful tenders.

Accounts Administration

• Assist with Xero administration.

• Prepare and send invoices.

• Follow up purchase orders before invoicing.

• Record and organise supplier invoices.

• Assist with following up outstanding client payments.

• Maintain accurate financial administration records.

• Coordinate with the company's accountant or bookkeeper where required.

Compliance & Company Administration

• Maintain records for:

  • Company licences

  • Individual licences

  • Public Liability Insurance

  • Professional Indemnity Insurance

  • Workers Compensation

  • Contract Works Insurance

  • HBCF documentation

  • SWMS

  • WHS documentation

  • Subcontractor insurances

  • Training and competency records

• Monitor expiry dates and arrange renewals where required.

• Maintain company templates and standard documents.

• Assist with document control and compliance registers.

Subcontractor & Supplier Coordination

• Request quotations from subcontractors and suppliers.

• Follow up outstanding pricing.

• Coordinate availability and bookings.

• Maintain an approved subcontractor and supplier database.

• Collect licences, insurance certificates and other required documentation.

• Assist management with organising trades for upcoming works.

General Office Administration

• Maintain organised electronic filing systems.

• Prepare basic letters, documents and reports.

• Assist with document formatting and presentation.

• Maintain company contact databases.

• Order office supplies where required.

• Assist management with general day-to-day administration.

• Help develop systems and procedures to improve business organisation and efficiency.

Skills & Experience

The ideal candidate will have:

• Previous administration or office coordination experience.

• Construction, building, remedial, engineering or property industry experience preferred.

• Excellent written and verbal communication skills.

• Strong organisational and time-management skills.

• Ability to manage multiple projects and priorities.

• Strong attention to detail.

• Confidence communicating with clients, consultants, suppliers and subcontractors.

• Ability to work independently and take ownership of tasks.

• Good computer and document-management skills.

Experience with the following would be highly regarded:

• Microsoft 365

• Outlook

• Gmail

• Excel

• Word

• Xero

• Bluebeam Revu

• SharePoint / OneDrive

• Construction project management software

• WHS and SWMS documentation

What We Are Looking For

We are looking for someone who is:

• Proactive rather than waiting to be told what to do.

• Highly organised.

• Professional and confident on the phone.

• Comfortable following people up.

• Able to prioritise urgent tasks.

• Reliable and trustworthy.

• Able to work in a fast-moving construction environment.

• Willing to learn our systems and improve them.

• Capable of becoming a key support person to management.

Authority & Responsibilities

The Operations & Administration Coordinator will be authorised to manage routine administration, scheduling, correspondence and project coordination.

Technical, contractual and commercial decisions remain subject to management approval.

The employee is not authorised to independently:

• Provide engineering or technical compliance advice.

• Issue design or building compliance declarations.

• Sign contracts on behalf of the company.

• Approve significant variations or expenditure.

• Commit the company to significant purchases or contractual obligations without approval.

Main Objective of the Role

The objective of this position is to ensure the administrative and operational side of Remedial Leaders runs efficiently so that management can focus on project delivery, technical matters, client relationships and business growth.

The successful candidate should progressively become the central person responsible for keeping the office, projects, communication, scheduling and administration organised.