Senior Administration & Operations Coordinator

AMG Solutions Pty Ltd; City of Brisbane; On-site; AUD 60,000 - 84,000; Part time

Benefits offered by this job

Flexible scheduling

Part-time stability

Job summary

AMG Solutions Pty Ltd in Brisbane seeks a Senior Administration & Operations Coordinator to manage day-to-day office administration, reception, invoicing, and coordination for our growing team. The role offers flexible, part-time hours three to five days per week, with hours adjusted to suit personal commitments and business needs.

You will build systems, monitor records, support the Director, and liaise with customers and suppliers.

Qualifications

• Solid experience in administration, bookkeeping, accounts or office coordination.
• Confidence with invoicing, accounts receivable and following up outstanding payments.
• Strong organisation, attention to detail and accurate record keeping.
• Professional phone and customer service manner with proactive follow-up.
• Ability to work independently and complete tasks to closure.
• Familiarity with Microsoft Outlook, Word and Excel; experience with accounting software.

Responsibilities

• Reception and customer service: be the first contact for customers and suppliers.
• Accounts and bookkeeping: issue invoices, manage payables/receivables, reconcile payments.
• Scheduling and job coordination: arrange installations, deliveries and service calls.
• Goods, stock and equipment: receive deliveries, manage stock records and dispatch orders.
• Systems, records and administration: maintain records and support policies and templates.

Skills

Administration

Bookkeeping

Office coordination

Invoicing

Accounts receivable

Customer service

Microsoft Outlook

Excel

Tools

Xero

Payroll

BAS preparation

Job description

Senior Administration & Operations Coordinator

A flexible role for an experienced administrator:
AMG Solutions is looking for an experienced and highly organised Senior Administration & Operations Coordinator to run the day-to-day administration of our growing business.

We know that many capable, experienced people do not want traditional full-time hours. This role has been built around that. You can work three to five days per week, with start and finish times agreed to suit your availability, and we will work with you when personal commitments mean a day needs to shift.

We are looking for the right long-term person, and we are prepared to be genuinely flexible to make that happen.

The role is primarily office-based at our Sumner premises, as it includes reception, customer service and receiving goods.

About AMG Solutions:
AMG Solutions is a Brisbane-based supplier and service provider specialising in machine control, survey and positioning technology. We supply, hire, install, service and support equipment for the civil construction, earthmoving and surveying industries.

We are a growing, practical and family-oriented business. This is a chance to become a trusted part of a small team and to shape the systems that support our next stage of growth.

About You:

You may have worked as a senior administrator, office manager, accounts administrator, bookkeeper, operations or service coordinator, practice manager, or as a personal or executive assistant with broad business exposure.

We are looking for:

• Solid experience in administration, bookkeeping, accounts or office coordination.
• Confidence with invoicing, accounts receivable and following up outstanding payments.
• Strong organisation, attention to detail and accurate record keeping.
• A professional phone and customer service manner, and the confidence to follow people up when action is required.
• The ability to work independently, prioritise sensibly and take a task through to completion.
• Comfort using accounting software and Microsoft Outlook, Word and Excel.

Experience with Xero, payroll, inventory management or freight bookings — or in a construction, equipment, mechanical, surveying or technical services business — will be highly regarded.

Formal qualifications are welcome, but practical experience, reliability and capability matter more.

What the Role Covers:

This is a broad role, and we do not expect every applicant to arrive with experience across all of it. Duties will be shaped around your strengths and built up over time.

Reception and customer service

• Be the first point of contact for customers, suppliers and visitors, in person and by phone.
• Monitor the general inboxes and make sure enquiries are answered or allocated promptly.
• Direct technical and sales matters to the right person and keep the office running smoothly.

Accounts and bookkeeping

• Issue customer invoices, credit notes and statements, and enter supplier invoices.
• Maintain accounts payable and receivable, reconcile payments and follow up overdue accounts.
• Assist with supplier payments, payroll and BAS preparation depending on experience, and liaise with our external accountant.
• Keep management updated on outstanding accounts and maintain confidential financial records.

Scheduling and job coordination

• Schedule installations, service calls, deliveries and equipment collections.
• Coordinate team calendars and make sure staff have the customer, site and equipment details they need.
• Confirm appointments, communicate changes, and follow up on the information needed to complete or invoice a job.

Goods, stock and equipment

• Receive deliveries, check them against purchase orders, and report anything missing, damaged or incorrect.
• Prepare and dispatch customer orders, arrange couriers and freight, and maintain tracking records.
• Maintain stock, asset and serial-number records, assist with stocktakes, and track hire, demonstration and loan equipment.

Systems, records and administration

• Keep customer, supplier, employee, equipment and job records organised and current.
• Help document and improve company policies, procedures, forms and templates.
• Monitor licence, insurance, registration and training expiry dates, and assist with WHS and induction records.
• Prepare correspondence, reports, spreadsheets and purchase orders, and support the Director with day-to-day administration.

Working Arrangements:

We are open to arrangements that suit the successful applicant, including:

• Working three, four or five days per week.
• Start and finish times agreed around your availability.
• Adjusting workdays when personal commitments arise.
• Additional or reduced hours at different times, where mutually agreed.

Because the role includes reception, customer contact and receiving goods, it is primarily performed from our Sumner office. Occasional work from home may be considered for suitable administrative tasks, agreed in advance. Candidates based near Sumner or in the 4074 area will be highly regarded.

Exact days and hours will be agreed with the successful applicant based on their availability and the needs of the business.

What We Offer:

• Genuine flexibility, agreed with you rather than dictated to you.
• A permanent part-time position with a stable and growing Brisbane business.
• A varied role with real responsibility and ownership.
• The opportunity to build and improve the systems the business runs on.
• A practical, friendly workplace with a small and supportive team.
• Training in our products and services, and the scope to shape our internal systems yourself.
• Remuneration based on your experience and capability.