Administration & Operations Coordinator

Element Foodservice Repairs; City of Brisbane; On-site; AUD 29,000 - 48,000; Full time

Benefits offered by this job

Birthday leave

Positive culture

Modern systems

Job summary

Element Foodservice Repairs is seeking an Administration & Operations Coordinator to support our Brisbane-based team. You will be the go-to contact for clients, ensure accurate job updates, and help manage invoicing and financial records to keep our field operations running smoothly.

You will assist technicians and directors, coordinate scheduling, and uphold a safe, well-organised office culture. The role requires strong communication and a proactive, ownership-driven mindset.

Qualifications

• 5+ years of work experience in administration/ops.
• Experience with invoicing and financial reporting is a plus.
• Comfortable communicating with clients and coordinating teams.

Responsibilities

• Be the main contact for client calls, emails, bookings and job updates.
• Maintain Job Management System up to date.
• Keep WIP, parts orders and receipting accurate.
• Identify and escalate delayed or difficult jobs.
• Handle invoicing and accounts receivable/payable as needed.
• Maintain financial records and help prepare weekly/monthly reports.
• Manage employee and subcontractor records and onboarding.
• Keep office running with filing, supplies and basic IT support.
• Provide general office assistance wherever needed.

Skills

Strong communication

Organised

Ownership mindset

Team player

5+ years experience

Tools

Simpro

Xero

MS Office

Job description

Are you a killer office professional looking to grow and take ownership of a successful and growing trades business for up to $35 per Hour + Super?

We only interview the best candidates and if you are successful, you will enjoy the following benefits:

• Supportive leadership & positive culture
• Paid Day Off for your Birthday
• Modern systems & a professional, friendly environment

Element Foodservice Repairs are on the prowl for a new superstar Administration & Operations Coordinator!

We’re a skilled, hardworking team dedicated to quality work across the commercial and industrial foodservice equipment repair industry in Brisbane and the Gold Coast. We take pride in delivering timely solutions, communicating openly with our clients, and maintaining a safe, positive, and well‑organised work environment.

As our Administration & Operations Coordinator, you’ll be essential in keeping our operations efficient and supporting both our onsite technicians and directors to help us deliver the best outcomes every day.

What You’ll do

• Be the key point of contact for client calls, emails, bookings, quotes and job updates
• Help with managing client enquiries and keep Job Management System up to date
• Ensure WIP is kept accurate, spare parts are ordered and receipted promptly
• Difficult or delayed jobs are identified and escalated before they become stagnant
• Invoicing, accounts receivable/payable - you will need to be comfortable chasing money on occasion
• Keep financial records accurate and help prepare weekly and monthly reports
• Maintain employee and subcontractor records, licenses, certifications & onboarding requirements
• Keep the office running smoothly— electronic filing, supplies, basic IT support
• Jump in wherever needed to support the office team

What we're Looking For

• Strong communication skills – the ability to be friendly but firm
• Confident with computers (Simpro/Xero ideal but we'll train!)
• Intermediate MS Office skills required to effectively manage administrative tasks
• An organised person who wants to really OWN their role
• Someone who enjoys helping a team succeed and wants to grow with us
• Minimum 5+ years of work experience required
• Experience with invoicing and financial reporting is a plus!
• Previous experience working alongside the trades sector is preferred but not required.