Operations Coordinator / Operations Lead

Integrated Installations; Newcastle City Council; On-site; AUD 90,000 - 110,000; Full time

Job summary

Integrated Installations is seeking an Operations Coordinator / Operations Lead in Newcastle to join a growing home improvement and installation business. The role combines hands‑on operations with team leadership, ensuring smooth flow from sales handover to completion and close‑out.

You’ll own the day‑to‑day operations, coordinate installation schedules, and work closely with owners, sales, administration, suppliers, installers and customers. ServiceM8 and Xero experience are advantageous.

Qualifications

• Highly organised and proactive with strong problem‑solving skills.
• Ability to own end‑to‑end operations from sales handover to close‑out.
• Strong communication with trades, customers and suppliers.

Responsibilities

• Own the day‑to‑day flow of customer jobs from sales handover through to completion.
• Coordinate installation schedules and installer workloads.
• Ensure installers have the right products, information and job requirements before attending site.
• Monitor upcoming jobs and identify potential problems before they impact installation.
• Maintain accurate job notes and documentation.
• Identify bottlenecks and implement better processes and systems.

Skills

Organised

Ownership

Proactive

Problem solving

Communication

Tools

ServiceM8

Xero

Job description

Operations Coordinator / Operations Lead

We are an established and growing Newcastle-based business within the home improvement and installation industry, looking for a highly organised, proactive and hands‑on Operations Coordinator / Operations Lead to join our team.

This is a newly created role with genuine opportunity to grow.

We're looking for someone who wants to be involved in the operation, not sitting above it.

You’ll be the person who knows what's happening today, what's coming up tomorrow, what the team needs, which customers need an update, what products we’re waiting on, what outstanding works need attention — and what needs to happen next.

You’ll work closely with the business owners and become the central link between our sales, administration, suppliers, installers and customers, helping every job move smoothly from:

If you're someone who naturally takes ownership, enjoys solving problems and regularly finds yourself thinking "there has to be a better way to do this" — this could be the role for you.

We are an established and growing Newcastle-based business within the home improvement and installation industry, looking for a highly organised, proactive and hands‑on Operations Coordinator / Operations Lead to join our team.

This is a newly created role with genuine opportunity to grow.

We're looking for someone who wants to be involved in the operation, not sitting above it.

You’ll be the person who knows what's happening today, what's coming up tomorrow, what the team needs, which customers need an update, what products we’re waiting on, what outstanding works need attention — and what needs to happen next.

You’ll work closely with the business owners and become the central link between our sales, administration, suppliers, installers and customers, helping every job move smoothly from:

Sales handover → ordering → scheduling → installation → rectification (if required) → completion → close‑out.

If you're someone who naturally takes ownership, enjoys solving problems and regularly finds yourself thinking "there has to be a better way to do this" — this could be the role for you.

What You'll Be Doing

This is a hands‑on operational role.

Initially, approximately 70% of your role will involve active job coordination and delivery, with around 30% focused on team leadership, systems and continuous improvement.

Your responsibilities will include:

• Owning the day‑to‑day flow of customer jobs from sales handover through to completion

• Coordinating installation schedules and installer workloads

• Working closely with our installation team and being actively involved in their daily workflow

• Ensuring installers have the right products, information and job requirements before attending site

• Monitoring upcoming jobs and identifying potential problems before they impact installation

• Managing jobs and workflows through ServiceM8

• Coordinating supplier orders, product arrivals and lead times

• Following up delayed, missing, damaged or incorrect products

• Keeping customers proactively informed throughout their job

• Managing outstanding works, reworks, warranty matters and return visits through to resolution

• Ensuring unfinished tasks don't simply sit in the system waiting for someone to notice them

• Following completed jobs through to final close‑out

• Supporting efficient invoicing and payment close‑out

• Maintaining accurate job notes and documentation

• Helping maintain accountability across the team

• Identifying recurring problems, inefficiencies and bottlenecks

• Developing and implementing better processes and systems

• Finding ways to reduce preventable errors and reworks

• Improving the customer journey from sale through to completion

• Keeping the business owners informed of key operational issues and performance

More Than Just Keeping Things Moving

A big part of this role is helping us operate better as we grow.

Because you’ll be closely involved with the team and our day‑to‑day operations, you’ll be in one of the best positions to see what’s working and what isn’t.

You’ll be encouraged to bring forward ideas, challenge inefficient processes and help implement better ways of working.

Who We’re Looking For

You might currently be an Operations Coordinator, Service Coordinator, Project Coordinator, Scheduling Coordinator, Office Manager or Team Leader who’s ready to take the next step and have greater ownership.

Alternatively, you may already be working in a hands‑on operational leadership position and be looking for an opportunity where you can have a greater impact.

Experience within trades, construction, installations, logistics, home improvement or another service‑based business would be highly regarded, but it’s not essential.

The right mindset is more important to us.

You’ll ideally be someone who:

• Is exceptionally organised and naturally keeps track of moving parts

• Takes ownership without needing constant direction

• Is proactive rather than reactive

• Notices things before they become problems

• Follows things through until they’re actually finished

• Is confident making decisions and solving problems

• Communicates well with tradespeople, customers and suppliers

• Is comfortable having accountable conversations when required

• Enjoys being part of a team and building strong working relationships

• Has excellent attention to detail

• Can prioritise when several things need attention at once

• Is confident using technology and learning new systems

• Enjoys creating structure within a busy environment

• Constantly looks for opportunities to improve

• Understands the importance of both customer experience and commercial outcomes

Experience with ServiceM8, Xero or similar job‑management systems would be advantageous, but training can be provided.

What Does Success Look Like?

For us, successful operations means:

Jobs are organised.
The team knows what's happening.
Installers have what they need.
Customers aren't chasing for updates.
Supplier delays are being followed up.
Reworks and outstanding items are actively managed.
Problems are identified early.
Completed jobs are closed out.
Processes continue improving.

Salary, Incentives & Career Progression

$90,000–$110,000 + performance incentives, depending on experience and capability.

We’re deliberately open to candidates at different stages of their operations career.

For someone stepping up from a coordinator position, we’ll provide the opportunity to develop into greater operational leadership.

For someone bringing stronger existing experience, there is scope to take greater ownership from the outset.

Performance incentives will be linked to clear, measurable operational outcomes within your control, including areas such as job completion, customer communication, operational efficiency, job close‑out and reduction in preventable errors and reworks.

Most importantly, this isn’t intended to be a position that stays stagnant.

As the business grows — and as you demonstrate your ability to take ownership, improve our systems and lead the team — there is genuine opportunity for increased responsibility, remuneration and career progression.

Why This Opportunity?

You’ll be joining an established, owner‑operated business at an important stage of growth.

You’ll work directly with the owners and have genuine input into how the business operates.

This isn’t a corporate environment where a good idea needs to pass through five levels of management.

If you see a better way of doing something, we want to hear it.

We’re looking for someone who wants to become an important long‑term part of the business and grow alongside it.

If you’re highly organised, naturally proactive, enjoy working closely with a team and get satisfaction from making a busy operation run exceptionally well, we’d love to hear from you.