PROJECT & OPERATIONS COORDINATOR

Industry 7; City of Brisbane; On-site; AUD 60,000 - 75,000; Full time

Job summary

Industry7 is seeking an organized, proactive administrator to support the Minor Works & Maintenance team and later assist the Design & Construct group. You will handle job coordination, scheduling, contractor liaison and client communications within a collaborative environment.

The role offers growth opportunities as the business expands into additional project and administrative support. A positive, friendly attitude and strong organizational skills are essential.

Qualifications

• Highly organized and proactive in coordinating tasks.
• Confident communication with clients, contractors and internal teams.
• Able to manage multiple priorities with changing deadlines.
• Practical, adaptable and willing to help across areas of the business.

Responsibilities

• Raise, manage and follow up Purchase Orders (POs).
• Coordinate documentation required for invoicing.
• Follow up outstanding POs and client work orders.
• Maintain and update project files and site documentation.
• Collate job reports, scopes and information for internal review.
• Maintain company and project document templates.
• Assist with general administration as required.
• Coordinate basic service and maintenance works scheduling.
• Follow up contractors on availability and completion of works.
• Liaise with clients regarding scheduling and updates.
• Coordinate contractors, suppliers and project requirements.
• Maintain SDS and SWMS documents.
• Schedule staff training and certifications.
• Maintain contractor and supplier records in Safety Champion and systems.
• Coordinate inductions for contractors and staff.
• Manage access to client portals and compliance platforms.
• Keep compliance documentation current.

Skills

Highly organized

Proactive

Client communication

Multi-tasking

Team collaboration

Tools

Safety Champion

Job description

Industry7 operates across two key areas: Design & Construct (D&C) and Minor Works & Maintenance. This role will initially focus on supporting our Minor Works & Maintenance team, assisting with job coordination, scheduling, contractors, administration and client communication.

As the business grows, the role may expand to provide additional project and administrative support to our D&C team, offering opportunities to develop within the wider business.

We’re looking for someone who brings a positive, friendly and collaborative attitude to the team. Industry 7 is a dynamic, supportive and caring environment where people work closely together and are always ready to help each other out.

The right person will be a team player, approachable and adaptable, while also bringing the initiative mindset to help us grow.

KEY RESPONSIBILITIES

Project & Administration Support

• Raise, manage and follow up Purchase Orders (POs).
• Coordinate documentation required for invoicing.
• Follow up outstanding POs and client work orders.
• Maintain and update project files and site documentation.
• Collate job reports, scopes and supporting information for internal review prior to client submission and invoicing.
• Maintain and update company and project document templates.
• Assist the wider team with general administration as required.

Service & Project Coordination

• Assist with the coordination and scheduling of basic service and maintenance works.
• Coordinate recurring service activities and other scheduled maintenance works.
• Follow up contractors regarding availability, attendance, documentation and completion of works.
• Monitor outstanding jobs and actions and follow up with the relevant team members.
• Liaise with clients regarding scheduling, documentation and job updates where appropriate.
• Assist with coordinating contractors, suppliers and project requirements.

Compliance & Systems

• Maintain and update Safety Data Sheets (SDS) & Safe Work Method Statement (SWMS)
• Book and manage staff training, first aid courses and other required certifications.
• Maintain contractor and supplier records within Safety Champion and other company systems.
• Coordinate contractor and staff inductions.
• Manage and maintain access to client portals and compliance platforms.
• Assist with keeping company, contractor and project compliance documentation current.

ABOUT YOU

We are looking for someone who is:

• Highly organised, proactive and comfortable following up outstanding actions.
• Confident communicating with clients, contractors and internal team members.
• Able to manage multiple priorities and changing deadlines.
• Comfortable taking ownership of administrative and coordination tasks.A strong written and verbal communicator.
• Practical, adaptable and willing to help across different areas of the business.

Experience in commercial construction, fitout, maintenance, facilities management or property would be advantageous but is not essential for the right candidate.

What We’re Looking For:

This role would suit someone who enjoys being the person who keeps things moving and makes sure nothing falls through the cracks.

You don’t need to be a construction expert, but you should be comfortable working in a fast-moving project environment, communicating with different stakeholders and taking responsibility for following tasks through to completion.

As the business continues to grow, there will also be an opportunity for the role to develop and take on greater responsibility across project coordination, operations and client support.

KEY STRENGTHS

• Organised
• Proactive
• Reliable
• Team-Focused
• Solutions-Driven