Operations Coordinator (Xero) | AU/ Remote | Construction and Joinery

Staffstream; Philippines; Remote; PHP 335,000 - 614,000; Full time

Benefits offered by this job

HMO health cover (1 dependent)

Group life insurance

Paid leave credits

Work-from-home equipment

Job summary

Staffstream is seeking an Operations Coordinator to support a growing Australian residential construction and joinery business. You will own the Director’s inbox and documents, build clear filing systems, and manage invoicing and admin from the Philippines.

Initially hands-on, the role evolves into broader operations coordination as systems are put in place. You’ll collaborate with the social media manager and help embed new platforms, contributing to process improvements.

Qualifications

• Experience providing administrative or executive support to a business owner or director.
• Strong organization skills and a systems-driven approach to filing and records.
• Exposure to accounts receivable or invoicing is a plus.
• Ability to document processes or SOPs and learn new platforms quickly.
• Proficient in Microsoft Office and professional written communication.
• Construction/joinery industry background is a plus but not required.

Responsibilities

• Triage and manage the Director's inbox and respond on his behalf where appropriate.
• Create and maintain client folders and a consistent filing structure across the businesses.
• Line up and track incoming invoices and accounts receivable; support staged invoicing on projects.
• Coordinate with the social media manager; prep content for use and upload to Dropbox.
• Document recurring workflows into SOPs and support rollout of new systems and software.
• Provide general admin support across construction and joinery operations.

Skills

Administrative support

Executive support

Inbox management

Documentation/filing

Accounts receivable

Invoicing

SOP writing

Microsoft Office

Written communication

Workflow optimization

Tools

Microsoft Office

Nexvia or construction management software

Job description

The snapshot

Staffstream is hiring an Operations Coordinator for an Australian residential construction and joinery business. Construction is the core of the business, with joinery running alongside it as a growing second arm, plus a few smaller ventures on the side.

This role starts as hands-on support to the Director — owning his inbox, his documents, and the admin that keeps both businesses moving — and is built to grow into operations coordination over roughly the next six months, as the business puts systems and workflows in place that don't depend on any one person. You'd be trusted with real responsibility from day one and given the room to shape how things get documented and organized as you go.

What you will actually do

Inbox, communication, and director support

• Triage and manage the Director's inbox, flagging what needs his attention and replying on his behalf where appropriate.
• Act as a first point of contact for routine communication, keeping things moving without needing to be chased.
  

Document control and records

• Create and maintain client folders and a clear, consistent filing structure across the construction and joinery businesses.
• Keep documentation complete, accurate, and easy for the Director to find when he needs it.
  

Accounts and financial admin

• Line up and track incoming invoices and accounts receivable across the businesses.
• Support the administration around staged invoicing on construction projects.
  

Content and marketing facilitation

• Coordinate between the Director and the existing social media manager — uploading footage and photos to Dropbox and prepping content ready for use.

Workflow and SOP documentation

• From around month six, begin documenting recurring workflows and processes into clear SOPs, so the business runs smoothly without being dependent on any one person.
• Support the rollout of new systems and software as they're introduced, including learning and helping embed new platforms.
  

General business administration

• Provide general admin support across both the construction and joinery sides of the business.
• Contribute ideas for improving processes and workflows as you build a picture of how the business runs.
  

What you need to bring

• Genuine experience providing administrative or executive support directly to a business owner, director, or senior manager, with the confidence to manage an inbox and take initiative on their behalf.
• Hands-on engineering work experience.
• A naturally organized, systems- and process-driven working style — this role suits someone quiet and methodical over someone who needs a lot of direction.
• Experience maintaining document or client folder structures, with genuine attention to detail in filing and record-keeping.
• Some exposure to accounts receivable, invoicing, or similar financial administration.
• Demonstrated ability to write or contribute to clear process documentation or SOPs, or a genuine willingness and aptitude to learn this.
• Confident use of Microsoft Office and comfort picking up new software platforms quickly.
• Clear, professional written communication.
• Construction, joinery, or trade industry background is a genuine plus but not essential — an organised, systems-driven approach matters more.
• Experience with Nexvia or similar construction management software is a bonus, not a requirement.
  

The setup

• This role is open to Philippines-based candidates.
• Fully remote, working standard hours aligned to Australian business hours
• Staffstream provides your work-from-home equipment.
  

What's in it for you

• HMO health cover, with one dependent covered for free.
• Group life insurance.
• Paid leave credits.
• Work-from-home equipment provided

A stable, full-time role with genuine room to grow into a broader operations position as the business scales. You'd be trusted to own your area and build real capability, not just execute tasks. On top of that, Staffstream looks after you properly:

You're employed compliantly under Philippine law: a proper local employment contract, your taxes handled correctly, and all your government-mandated benefits (SSS, PhilHealth, Pag-IBIG) plus 13th month pay. That means real security and peace of mind, not a loose freelance arrangement. Everything is above board and looked after for you.