Office Administrator / Operations Support

About us

A commercial flooring business based in Seven Hills, working on projects across NSW and beyond. We're a small, hands-on team: everyone here can see the effect of their work, and nobody's a number.

We're growing, and we're modernising how we run. That's where you come in.

About the role

You'll own the day-to-day operational heartbeat of the business — managing financial workflows in Xero, tracking invoicing across multiple live projects, confirming payments, and solving the small problems before they turn into fires.

It sits right at the intersection of admin, finance visibility and problem-solving. You'll be the person we rely on for accuracy, initiative and clear communication, and you'll work alongside our office, estimating and project teams every day.

Key responsibilities

Accounts and Xero

• Raising and issuing client invoices in Xero, including progress claims across multiple jobs

• Entering and coding supplier invoices against the right job and cost code

• Reconciling accounts and owning payment confirmations end to end

• Preparing cash flow and outstanding-accounts reporting so we always know where we stand

• Following up overdue accounts — politely, but persistently

Project and job administration

• Setting up and maintaining job references so every cost lands against the right project

• Tracking invoicing across concurrent projects and flagging anything unbilled or slipping

• Keeping project paperwork, variations and approvals filed and findable

• Liaising with project managers, estimators and site teams on job documentation

Procurement and vendors

• Sourcing and vetting suppliers, subcontractors and services, and comparing quotes

• Raising purchase orders and confirming pricing, lead times and delivery

• Maintaining supplier records, insurances and compliance documentation

Systems and improvement

• Spotting process gaps and proposing better ways of doing things — and being listened to

• Helping implement and test new systems and automation as we roll them out

• Building and maintaining the spreadsheets, trackers and templates the team runs on

About you

• Solid office administration experience, or transferable skills you can demonstrate

• Hands-on experience with accounting software — Xero ideally, or MYOB, QuickBooks or similar

• Exceptional communication: clear, proactive and reliable, in writing and on the phone

• A can-do attitude — you see problems as puzzles, not obstacles

• Strong attention to detail and genuine comfort with financial data and spreadsheets

• Organised, self-directed, and able to prioritise without hand-holding

• Willingness to grow into new responsibilities as we automate and scale

• Experience in construction, trades or a project-based business is a bonus, not a requirement. If you've run the admin engine of a busy small business, we want to hear from you.

Benefits

• $70,000 – $80,000 plus super, depending on experience, with a yearly review built in

• A role that grows as we do — new systems, new tools, new scope

• A small, tight team where your work is visible and genuinely valued

• A clear pathway to expand your skill set rather than repeat the same year twice

• On-site parking, and an easy Seven Hills location