Operations/ Project Coordinator

Future Fuels Services; City of Melbourne; On-site; AUD 65,000 - 95,000; Full time

Job summary

Future Fuel Services seeks an Operations / Project Coordinator to manage the delivery of fuel infrastructure projects from planning through to completion. The role is hands-on, requiring strong organisation and calm under pressure, with close collaboration to the Director and on-site teams.

You will own the operations planning process end to end, ensuring timelines, safety compliance (SWMS/DBYD) and effective information flow across office and site teams.

Qualifications

• Experience in project coordination, operations or administration in construction or related trades.
• Strong organisational skills and a systematic approach to managing deadlines.
• Proficient with digital tools: project management systems, timesheets, and Xero.
• Procurement and supplier-management experience.
• Clear, proactive communicator coordinating with director and field teams.
• Desirable: SWMS and site-safety knowledge; fuel/petroleum infrastructure exposure.
• Desirable: documenting operational processes.

Responsibilities

• Schedule and facilitate project stages with timelines, plans and drawings and safety/regulatory documentation.
• Set up projects across systems for planning and tracking from day one.
• Coordinate all back-office and on-site activities including materials and tools.
• Obtain and compare quotes, and flag key decisions and approvals to the Director.
• Coordinate and manage delivery activities with the Director and on-site team.
• Track actions to completion and escalate issues early.
• Manage stock levels of equipment in the factory.

Skills

Project coordination

Administration

Organisational skills

Xero

Project management tools

Procurement

Tools

Project management tool

Timesheet tool

SWMS tool

DBYD tool

Xero (accounting)

Job description

Future Fuel Services delivers renovation and new-build works on fuel sites - including demolition, tank and pipe works - across a compliance-heavy, regulated environment. The Operations / Project Coordinator will join a team of Fuel Installation specialists to coordinate the delivery of fuel infrastructure projects from planning through to completion. This is a hands‑on coordination role for someone who is organised, systems‑minded and calm under competing priorities. You will own the operations planning process end to end, working closely with the Director and the on‑site team to keep projects moving and information flowing.

Key responsibilities

Schedule and facilitate project stages, ensuring office and on‑site team are across timelines, plans and drawings and safety and regulatory documentation is in place and current, including SWMS and DBYD, consistent with WorkSafe Victoria and project‑specific obligations

Set the project up across all systems - project management tool, timesheet tool, SWMS tool - so it is ready to plan and track from day one

Coordinate all Backoffice and on‑site project activities including ordering materials, machinery and tools to tight timeframes and competing priorities

Obtain and compare quotes, and flag key decisions and approvals to the Director

Coordinate and manage delivery activities as they arise, keeping a consistent, transparent and proactive line of communication with the Director and the on‑site team

Track actions to completion and resolve or elevate issues early

Manage stock levels of equipment in the factory

About you

Experience in project coordination, operations or administration, ideally in construction, civil, infrastructure or a related trades environment

Strong organisational skills and a systematic approach to managing multiple projects and deadlines

Confident using digital tools - project management systems, timesheet tools and accounting software such as Xero

Experience in procurement and supplier‑management

Clear, proactive communicator who can coordinate across a director and field‑based teams

Working understanding of workplace health and safety, particularly SWMS and site safety requirements (desirable)

Exposure to the fuel, petroleum infrastructure or regulated construction sector (desirable)

Experience improving or documenting operational processes (desirable)