Job Overview

Our client is looking for an Operations & Communications Coordinator to take ownership of the business’s core administrative systems and ensure smooth day-to-day operations. This role is focused on building and maintaining structure in areas such as email management, process documentation, client communication, and project management using tools like Wunderbuild and Xero. You will be responsible for creating standardized workflows, ensuring important communications are never missed, and supporting leadership with systemized operations that enable scalability. This is a role for someone who thrives in organization, values precision, and can confidently establish processes that reduce inefficiencies across the business.

Schedule

• Monday - Friday, Flexible between 9:00 AM - 6:00 PM, Sydney, (20 work hours per week) and with a chance to transition to full-time

Independent Contractor Perks

• Health Insurance Coverage for eligible locations
• Permanent work-from-home
• Immediate hiring

Responsibilities

• Email System Management: Implement filters, maintain organized inboxes, and ensure no important communication is lost in spam. Apply professional standards to all outbound emails, using templates and frameworks for consistency.
• Process Documentation: Create, update, and maintain Standard Operating Procedures (SOPs) to standardize workflows. Build templates for routine communications and ensure processes are easy to follow and scalable.
• Client Communication: Manage client emails, respond promptly, and maintain accurate communication logs. Provide updates on project status and ensure client inquiries are handled in a professional and timely manner.
• Operational Coordination: Oversee administrative workflows such as document management, scheduling, and resource allocation using Wunderbuild. Ensure compliance with record-keeping standards and support project delivery teams by handling background administration.
• Financial & Project Tools: Use Xero for invoicing, billing, and financial record-keeping to support smooth operations and maintain accurate project financials.
• System Optimization: Identify inefficiencies in current workflows and recommend improvements. Support leadership in establishing structures that allow effective delegation and reduce dependency on manual oversight.

Scope:

• Maintain a clear and efficient email structure to ensure zero loss of important client or business communications.
• Develop and manage a full library of SOPs covering all recurring administrative and communication processes.
• Provide administrative support for 5–10 active projects, ensuring all documentation, updates, and communication are accurate and on time, using Wunderbuild for project tracking.
• Ensure all client interactions are logged and tracked in the system to maintain service quality and continuity.
• Support leadership in scaling operations by creating systems that allow effective delegation of tasks and responsibilities.
• Manage financial processes through Xero, including invoices, expense tracking, and reconciliations, to maintain smooth financial operations.

Requirements:

• Proven experience in administrative coordination, operations support, or executive assistance.
• Strong organizational skills with demonstrated ability to create and maintain structured workflows.
• Excellent written and verbal communication, with the ability to maintain professional standards in all correspondence.
• Proficiency with email systems, digital filing tools, CRM or project management platforms, and Wunderbuild.
• Experience with financial platforms like Xero for managing invoices, billing, and financial reporting.
• Experience drafting and maintaining Standard Operating Procedures (SOPs).
• A background in construction, trades, or service-based industries is an advantage.
• Problem-solving mindset with the ability to streamline complex or fragmented processes.
• Highly detail-oriented, with the ability to manage multiple tasks and priorities effectively.

Side Note

• This is a permanent work-from-home role under an Independent Contractor arrangement. Candidates must have their own computer and reliable internet connection, and are responsible for their own taxes and benefits. Professional hourly fees are established based on your performance in the application process.

Reminder

• Please follow the provided link to BruntWork’s Career Site to finish your initial application requirements, including the assessment questions, technical check, and voice recording. Submissions with all requirements fulfilled will receive priority review.