Assistant Operations Manager

Reflections Services; Gold Coast City; On-site; AUD 110,000 - 140,000; Full time

Job summary

Reflections Services is seeking an Operations & Administration Manager for its Gold Coast branch. This hands-on leadership role blends operational delivery with office administration across Height Safety, Rope Access Cleaning, Building Maintenance and Tritoflex.

You will schedule crews, manage client relationships, ensure compliance, and drive efficiency in a fast-paced environment. You will coordinate jobs, allocate resources, support quotes, monitor progress against budgets, and liaise with

Qualifications

• 3+ years in operations, scheduling or office/branch management.
• Experience in trades, construction, facilities management, or property services.
• Proven ability to coordinate multiple jobs and crews under deadlines.
• Strong written and verbal communication with clients and tradespeople.
• Knowledge of WHS obligations and height safety compliance.
• Proficient with CRM software and Office suites.

Responsibilities

• Plan, schedule and coordinate jobs across four service divisions on the Gold Coast.
• Allocate labour, equipment and vehicles to jobs, balancing deadlines.
• Act as primary contact for Gold Coast clients on scheduling and issue resolution.
• Support quoting and estimating for Gold Coast work with crews and estimating team.
• Monitor progress against budget and timeframe, flagging variations or delays.
• Liaise with Tritoflex on roof restoration sequencing and site readiness.
• Manage branch administration and invoicing coordination with Brisbane finance.

Skills

Operations management

Scheduling

Client communication

CRM software

MS Office / Google Workspace

Autonomous work

Education

White Card

Working at Heights ticket

Tools

Job management software

CRM software

Google Workspace

Microsoft Office

Job description

The Operations & Administration Manager is responsible for the day-to-day running of the Gold Coast branch, with full ownership of both operational delivery and office administration across all four service divisions: Height Safety, Rope Access Cleaning, Building Maintenance and Tritoflex. This is a hands-on role suited to someone who can move comfortably between scheduling a crew, managing client relationships, keeping compliance paperwork in order, and solving the problem in front of them on any given day.

The role is the central point of coordination for the Gold Coast operation - keeping jobs moving, clients informed, crews supported, and the branch's compliance and admin obligations met - while working closely with the wider Reflections leadership team.

Key responsibilities

Plan, schedule and coordinate jobs across Height Safety, Cleaning, Maintenance and Tritoflex crews and subcontractors operating on the Gold Coast.

Allocate labour, equipment and vehicles to jobs, balancing crew availability against client deadlines and site access windows.

Act as the primary point of contact for Gold Coast clients (body corporates, strata managers, facility managers, builders) on scheduling, scope changes, progress updates and issue resolution.

Support quoting and estimating for Gold Coast work, liaising with crew leads and the estimating team to turn around accurate, timely quotes.

Monitor job progress against budget and timeframe, flagging variations, delays or quality issues early.

Liaise with the Tritoflex team on roof restoration project sequencing, material deliveries and site readiness.

Manage relationships with local suppliers and subcontractors (equipment hire, paint and waterproofing materials, PPE, plant).

Maintain oversight of rope access and height safety equipment - inspection schedules, certification currency and replacement planning.

Manage branch administration: job files, purchase orders, supplier invoices and coordination with the Brisbane finance team on client invoicing.

About you

3+ years' experience in an operations, scheduling or office/branch management role, ideally within trades, construction, facilities management, project management, or property services.

Demonstrated ability to coordinate multiple jobs, crews and clients simultaneously under competing deadlines.

Strong written and verbal communication skills, with confidence dealing directly with clients, body corporates and tradespeople.

Working knowledge of WHS obligations and willingness to build deeper expertise in height safety and working-at-heights compliance.

Competent with job management / CRM software and the Microsoft Office / Google Workspace suite.

Excellent organisational skills, sound judgement and the ability to work autonomously while keeping others informed.

Experience in height safety, rope access, painting, waterproofing, construction, remedial, or building maintenance sectors (desirable).

White Card; Working at Heights ticket or willingness to obtain (desirable).

About us

Reflections Services has been providing high-access, abseiling and waterproofing solutions to commercial and residential clients since 2003. Operating across Brisbane, the Gold Coast, Northern NSW, the Sunshine Coast, and North Queensland, the business is a QBCC-licensed specialist in rope access cleaning, building maintenance, height safety systems, and roof waterproofing and restoration through its Tritoflex division. Reflections works with property managers, body corporates, builders and national facilities clients on everything from single-site maintenance to large strata and high-rise contracts.

A genuinely varied role across four established service divisions, not a single-trade desk job.

Backing from a business with 20+ years in high-access and commercial property services.

Support from an experienced leadership and admin team.

Scope to shape how the Gold Coast branch runs as the business grows in the region.