Administration & Operations Cooridantor

Blacktop Maintenance PTY LTD; Adelaide; Hybrid; AUD 55,000 - 75,000; Part time

Benefits offered by this job

Flexible hours

Hybrid/remote option

Autonomy in role

Job summary

Blacktop Maintenance is seeking an Office Administrator / Operations Coordinator to run day-to-day administration for a busy road construction and pavement maintenance business. You will centralise scheduling, quoting, invoicing and general operations support from our Parafield Gardens office, with options for remote or hybrid work and either part-time or full-time hours.

You will collaborate with the Director and team, own tasks through to completion, and help improve how the business operates

Qualifications

• Must have practical experience with Xero invoicing, bills and reconciliations.
• Familiarity with AI platforms (ChatGPT, Claude) for drafting and reviewing work.
• Proficient in Microsoft 365 or Google Workspace and CRM systems.
• Strong administration, scheduling and customer service capabilities.

Responsibilities

• Manage day-to-day administrative and operational tasks.
• Coordinate crew and resource scheduling across metro Adelaide, regional SA and interstate projects.
• Prepare and send quotes, follow up on quotes and tenders.
• Issue invoices, progress claims and receipts through Xero.
• Support accounts receivable/payable, reconciliations and financial administration
• Monitor and respond to business emails and phone enquiries
• Maintain accurate customer, job and crew records in CRM and spreadsheets
• Assist with project mobilisation: accommodation, travel, site inductions, plant and material call-ups
• Support compliance and HSE documentation (SWMS, inductions, licences and tickets)
• Prepare reports, proposals and business documents
• Improve internal procedures, systems and workflows

Skills

Xero

AI platforms (ChatGPT/Claude)

Microsoft 365 / Google Workspace

CRM & customer accounts

General admin & scheduling

Customer service (phone & email)

Written & verbal communication

Attention to detail

Tools

Pipedrive CRM

Job description

Blacktop Maintenance is looking for a capable Office Administrator / Operations Coordinator to run the day-to-day administration of a busy road construction and pavement maintenance business, and help us keep improving how the business works.

You will be the central point for crew scheduling, quoting, invoicing and general operations support, keeping the office, our crews and our customers organised and moving. You will need to be a strong all-round administrator who is comfortable taking ownership, working closely with the Director and the wider team, and following things through to completion. The role can be based in our Parafield Gardens office, worked remotely, or a mix of both, and offered part-time or full-time depending on what suits you.

Key Responsibilities

• Managing day-to-day administrative and operational tasks
• Coordinating crew and resource scheduling across metro Adelaide, regional SA and interstate/remote projects
• Preparing and sending quotes, and following up on outstanding quotes and tenders
• Issuing invoices, progress claims and receipts through Xero
• Supporting accounts receivable/payable, reconciliations and financial administration
• Monitoring and responding to business emails and phone enquiries
• Maintaining accurate customer, job and crew records in our CRM, spreadsheets and internal systems
• Assisting with project mobilisation: accommodation, travel, site inductions, plant and material call-ups
• Supporting compliance and HSE documentation (SWMS, inductions, licences and tickets)
• Preparing reports, proposals and business documents
• Improving internal procedures, systems and workflows

AI & Process Improvement

• Using ChatGPT, Claude or similar AI tools confidently every day
• Using AI to draft, review, summarise and improve work
• Identifying inefficient or repetitive processes and helping automate them
• Reviewing AI-generated work for accuracy
• Suggesting practical improvements to systems and services

About You

You must have practical experience with:

• Xero (invoicing, bills and reconciliations) – essential
• Confident everyday use of ChatGPT, Claude or similar AI platforms – essential
• Microsoft 365 / Google Workspace (Outlook or Gmail, Word or Docs, Excel or Sheets)
• CRM and customer account management systems
• General business administration and scheduling
• Customer service by phone and email
• Strong written and verbal communication
• Accurate record keeping and strong attention to detail

You should be proactive, reliable, organised, comfortable working independently and capable of following tasks through to completion.

Highly Regarded, But Not Essential

Experience with:

• Civil construction, road maintenance, trades or transport businesses
• Pipedrive or a similar CRM
• Crew or resource scheduling and job programming
• AI agents, automated workflows, and ChatGPT or Claude projects and workspaces
• Financial reporting or advanced Xero and Excel

Why Join Blacktop?

• Salary based on experience and performance – we pay well for people who deliver
• Flexible part-time or full-time hours – tell us what works for you
• Work from our Parafield Gardens office (on-site parking), remotely, or a hybrid mix – we are flexible for the right person
• Genuine autonomy and responsibility – you will run the office, not just support it
• Hands-on exposure to AI, automation and modern business systems
• Scope for additional hours, responsibility and growth as the business grows

About Blacktop Maintenance

Blacktop Maintenance is a South Australian civil construction and pavement services company based in Parafield Gardens. We deliver line marking, crack sealing, asphalt, seal coating, civil works and bulk haulage for councils, airports, mining and commercial clients across South Australia and at remote sites including the Pilbara in WA.