Business Operations & Client Services Coordinator – Immediate Start

The Smiles Dentacare; City of Melbourne; On-site; AUD 70,000 - 90,000; Full time

Benefits offered by this job

Immediate start

Hands-on role

Leadership exposure

Supportive environment

Process improvements

Job summary

The Smiles Dentacare is seeking an experienced Business Operations & Client Services Coordinator to join our growing team in Australia. This hands-on role emphasises clear communication, strong organisation, and ownership of day-to-day processes across multiple locations.

You will coordinate schedules, manage inquiries, and drive improvements to operational workflows, while building positive relationships with clients, families and partners.

Qualifications

• Several years of experience in customer service, operations, office management, business coordination, client services, hospitality, education, healthcare administration, logistics, recruitment or another people-focused environment.

Responsibilities

• Communicate with clients, families, childcare centres, schools and partner organisations.
• Coordinate the day-to-day operations across multiple locations and manage tasks.
• Coordinate schedules, bookings and rescheduling across locations.
• Assist onboarding, training and support a positive, collaborative workplace.
• Identify inefficiencies and improve systems and processes.

Skills

Friendly and bubbly

Excellent communicator

Highly organised

Proactive

Strong problem solver

Job description

Business Operations & Client Services Coordinator – Immediate Start

We’re looking for an experienced, confident and people-focused Business Operations & Client Services Coordinator to join our growing team.

This is an immediate-start position for someone who is ready to step into a hands-on role and make an impact from day one.

You’ll be the kind of person who enjoys speaking with people, keeping things organised, solving problems and making sure things actually get done.

You’ll work across our day-to-day operations, communicating with clients, families, team members and external partners. You’ll coordinate schedules, follow up outstanding tasks, resolve issues, improve processes and help keep the business running smoothly.

We’re looking for someone who is warm, bubbly, professional and confident, but also highly organised and able to take ownership.

If you have several years of experience in customer service, operations, office management, business coordination, client services, hospitality, education, healthcare administration, logistics, recruitment or another people-focused environment, we’d love to hear from you.

About the Role

We’re looking for an experienced, confident and people-focused Business Operations & Client Services Coordinator to join our growing team.

This is an immediate-start position for someone who is ready to step into a hands-on role and make an impact from day one.

You’ll be the kind of person who enjoys speaking with people, keeping things organised, solving problems and making sure things actually get done.

You’ll work across our day-to-day operations, communicating with clients, families, team members and external partners. You’ll coordinate schedules, follow up outstanding tasks, resolve issues, improve processes and help keep the business running smoothly.

We’re looking for someone who is warm, bubbly, professional and confident, but also highly organised and able to take ownership.

If you have several years of experience in customer service, operations, office management, business coordination, client services, hospitality, education, healthcare administration, logistics, recruitment or another people-focused environment, we’d love to hear from you.

About Us

The Smiles Dentacare is a growing community healthcare business delivering services to childcare centres, schools and aged care facilities across Australia.

Our team works across multiple locations and coordinates clinicians, families, centres and partner organisations.

As we continue to grow, we need someone who can help bring structure to our operations, maintain strong relationships and make sure nothing falls through the cracks.

This is an opportunity for someone who wants to become an important part of a growing business and have a genuine impact on how we operate.

What You’ll Be Doing

Client & Customer Service

• Communicate with clients, families, childcare centres, schools and partner organisations.
• Build strong and positive relationships with the people we work with.
• Respond to enquiries professionally and promptly.
• Make phone calls and follow up outstanding matters.
• Handle complaints and difficult conversations calmly and professionally.
• Make sure people feel heard, supported and looked after.
• Follow issues through until they are resolved.

Business Operations

• Coordinate the day-to-day operations of the business.
• Manage multiple locations and competing priorities.
• Make sure staff and clients have the information they need.
• Monitor outstanding tasks and ensure they are completed.
• Identify problems before they become bigger issues.
• Take ownership of operational problems and find practical solutions.
• Support the team with day-to-day operational matters.

Scheduling & Coordination

• Coordinate schedules across multiple locations.
• Manage bookings, confirmations, cancellations and rescheduling.
• Communicate changes quickly and clearly.
• Identify scheduling gaps and help find solutions.
• Coordinate between team members, clients and external partners.
• Ensure appointments and daily operations run as smoothly as possible.

Team Support

• Coordinate communication between team members.
• Follow up outstanding tasks and responsibilities.
• Assist with onboarding and training new team members.
• Help team members understand and follow processes.
• Support a positive, accountable and collaborative workplace.
• Raise issues when something isn’t working and help find a solution.

Process Improvement

This is an important part of the role.

We don’t want someone who simply follows instructions.

We want someone who looks at the way we’re doing something and thinks:

“There must be a better way to do this.”

You’ll be encouraged to:

• Improve systems and workflows.
• Create and improve processes and checklists.
• Identify inefficiencies.
• Introduce better ways of organising information.
• Help implement new software and technology.
• Find ways to save time and reduce mistakes.
• Improve the experience for our clients, families and team.

We’d love someone who is:

• Friendly and naturally bubbly
• Confident and comfortable speaking with people
• Professional and well presented
• An excellent communicator
• Highly organised
• Proactive rather than reactive
• Comfortable making phone calls
• Comfortable having difficult conversationsGood at managing competing priorities
• A strong problem solver
• Able to work independently
• Comfortable taking responsibility and ownership
• Someone who follows things through
• Someone who notices when something isn’t working
• Someone who enjoys improving systems and processes
• Comfortable learning new software and technology
• Reliable, mature and accountable

Most importantly, we’re looking for someone who cares about the experience people have when dealing with our business.

What We Offer

• AUD70,000 – AUD90,000, depending on experience
• Immediate start
• A hands-on role with genuine responsibility and autonomy
• Opportunity to work closely with the business owner and leadership team
• A supportive and collaborative working environment
• The opportunity to improve and build business systems
• A role where your ideas and initiative are genuinely valued
• Long-term opportunity to grow with a rapidly developing business