Project & Operations Coordinator

Kairos Strategies; City of Melbourne; On-site; AUD 70,000 - 90,000; Full time

Job summary

Kairos Strategies is expanding in Melbourne and creating a coordinator role to centralise project setup, compliance and documentation across sites. You will set up new projects, manage inductions, SWMS, and site access, and drive consistent processes for clients nationwide.

We value strong Office skills, organisation and a proactive mindset. AI tooling like Claude or ChatGPT is welcome as part of data handling and reporting, with a flat team structure and fast decision-making.

Qualifications

• 2+ years in coordination, project support or business admin.
• Excel well beyond basics; SharePoint structure, permissions & versioning; Word with styles/templates.
• Organised, proactive and capable of handling calls with facility managers and site contacts.
• Experience with AI tools in work is a plus.

Responsibilities

• Set up new projects: folders, registers, contractor paperwork, client requirements.
• Inductions and onboarding of client and site staff.
• Maintain compliance records: insurances, licences, police checks, White Cards.
• Write and issue SWMS; keep library current across site types.
• Manage site access: forms, permits, site contacts, ensure timely arrivals.
• Schedule runs and lock in sites in advance.
• Organise SharePoint naming convention and file storage.
• Draft SOPs to capture known processes.

Skills

Excel

SharePoint

Word

Office suite

Tools

Audify

Claude

ChatGPT

Job description

We’ve had a strong few years and the work is booked out into 2027. Currently our Project Managers set up the jobs, book the inductions, chase the insurance certificates, write the SWMS and sort the site access. This now pulls them off the projects they’re meant to be running.

So we’re creating a coordinator role and handing the lot to one person.

There’s more to it than freeing up the PMs. We want every auditor walking onto every site with the same paperwork, the same process and the same standards behind them, whether it’s a hospital in Adelaide on a Monday or a distribution centre in Brisbane six weeks later. Our clients should get the same experience from us every time, and it should be a good one. Holding that standard across every job is the real point of the role.

The day to day

New projects. You set them up. Folders, registers, contractor paperwork, client requirements, all sorted before anyone goes near the site.

Inductions, both client and site, plus onboarding new auditors and contractors.

Compliance records. Insurances, licences, police checks, White Cards, chased before they expire rather than after.

SWMS. Writing them, issuing them, keeping the library current across the different site types we work on.

Site access. Forms, permits, site contacts, making sure we’re expected when we turn up. You’ll be the person our client contacts deal with most.

Scheduling. Getting runs batched sensibly and sites locked in ahead of time.

Documentation. Getting SharePoint sorted so there’s one way to name a file and one place it lives.

SOPs. Write down what exists in someones head so the next person does it the same way.

Who we’re after

A couple of years in coordination, project support or business admin. We’re less interested in how long you’ve been at it than how quickly you pick things up.

You’ll need to be sharp with Office. Excel well past the basics, SharePoint properly including structure, permissions and versioning, and Word using styles and templates rather than formatting everything by hand. We test this at interview, so don’t tell us you’re advanced if you’re not.

Past that, you need to be organised, because nobody is going to remind you ‘what’s due next week. You need to be comfortable on the phone with facility managers and site contacts, because you’ll be talking to them daily. And you need to be alright with getting handed things you’ve never done before. We are agile and our clients often require us to move quickly. Ask the question, then get on with it. A question costs thirty seconds and a guess costs a rework cycle, so we back the question every time.

Detail matters. Our product is data, and data is either right or it’s rework.

If you already use AI in your work, tell us. We use it across the business, and if you’re drafting, summarising or cleaning up data with Claude or ChatGPT we’ll back you to do a lot more of it. A background in construction, property, facilities or engineering services is handy, though we’re not fussed if you haven’t got one.

What you get

You’re the first person in this seat, so you’ll have a fair bit of say in how it runs. Small team, no layers, and decisions get made the same day you raise them. If you’re good at it the role can grow, and the business is growing fast enough that we mean that. The office is at 350 Collins Street in the city.

About us

Kairos Strategies has been capturing asset data across Australian hospitals, aged care homes, government buildings, schools, prisons and commercial property since 2016. We built our own platform, Audify, because the tools available to auditors weren’t built by anyone who’d actually done the fieldwork.