Hybrid Admin & Operations Coordinator - AI-Driven

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 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