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

Staffstream; Taguig; Remote; PHP 360,000 - 520,000; Full time

Benefits offered by this job

HMO health cover with one dependent

Group life insurance

Paid leave credits

Work-from-home equipment provided

Job summary

Staffstream is hiring an Operations Coordinator for an Australian residential construction and joinery business. This remote role in the Philippines starts hands-on with the Director, then grows into a broader operations coordination position as systems are put in place.

You will own inbox and document control, track invoices, and help implement scalable workflows across both construction and joinery units, while coordinating content with the social media manager.

Qualifications

• Experience providing administrative or executive support to a business owner, director, or senior manager.
• Hands-on engineering work experience is a plus and helps in understanding project workflows.
• Systematic, process-driven work style with clear documentation habits.
• Experience with document/file structuring and maintaining folders.
• Exposure to accounts receivable or invoicing is advantageous.
• Ability to draft clear process documentation or SOPs.
• Comfort with learning new software platforms quickly.

Responsibilities

• Triage and manage the Director's inbox and correspondence.
• Create and maintain client folders and a consistent filing structure.
• Track invoices and accounts receivable; support staged invoicing for projects.
• Coordinate with the social media manager to prep content for posting.
• Document recurring workflows and help implement SOPs as the business scales.
• Provide general admin support across construction and joinery operations.

Skills

Inbox management

Executive support

Organizational systems

Documentation & SOPs

Financial administration

Written communication

Attention to detail

Learning new software

Tools

Microsoft Office

Dropbox

Nexvia

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.

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

Role

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:

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

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.