[Hiring] Operations and Account Support Coordinator @Virtual Staff 365

Role Description

They are now seeking to hire an Operations and Account Support Officer to provide critical administrative, project coordination, and compliance support that ensures smooth operational and client-related execution.

Job Responsibilities

• Operations & Account Support
  • Provide day-to-day administrative, scheduling, and operational support to the Chief Operating Officer
  • Assist the Account Manager with client documentation, correspondence, and record keeping
  • Provide administrative support to manage client accounts and service requests
  • Track client deliverables, action items, and follow-ups to ensure timely completion
  • Support the preparation of client reports, updates, and documentation packs
  • Assist with internal operational process documentation and improvements
  • Support invoice tracking and documentation coordination
  • Maintain accurate client, project, and operational records across company systems and filing platforms
• Project & Site Coordination
  • Assist in tracking project timelines, schedules, deliverables, and progress updates
  • Coordinate communication and email flow between internal teams, site teams, contractors, and clients
  • Track subcontractor schedules and project progress updates
  • Maintain daily site reports and project documentation registers
• Compliance & Licence Management
  • Monitor and track expiration dates for company trade licences, permits, and regulatory registrations
  • Coordinate the timely renewal of company licences and compliance documentation
  • Track employee certifications, insurance policies, and professional licences
  • Liaise with relevant authorities and service providers to ensure ongoing compliance
  • Maintain an updated compliance and renewal calendar to avoid missed deadlines
  • Assist in compliance tracking for safety documentation, permits, and inspections

Qualifications

• Proven administrative and coordination experience within the construction or building remediation industry
• Excellent written and verbal English communication skills for professional email coordination and stakeholder management
• High level of organisational and time-management skills with a strong attention to detail
• Demonstrated experience handling project documentation, tracking schedules, and managing compliance records
• Proficiency in Microsoft Office, including Word, Excel, and Outlook, at an intermediate to advanced level
• Experience utilising online collaboration tools such as Microsoft Teams, OneDrive, and SharePoint
• Ability to manage multiple priorities and meet strict deadlines in a fast-paced environment
• Reliable and self-managing when working in a remote environment
• Ability to work full-time hours aligned to Australian Eastern Standard Time business hours

Nice-to-Have Skills

• Experience liaising directly with Australian councils, regulatory authorities, or building compliance bodies
• Prior experience supporting executive-level operations and account managers simultaneously
• Familiarity with the strata, commercial, or government sectors within the Australian market

Benefits

• Permanent work-from-home set-up
• Dayshift (Australian business hours)
• Full-time job
• HMO (STAFF only)
• Annual leave
• 13th-month pay
• With Government Mandated Benefits