Operations & Administration Coordinator (Construction & Design)

About Us

Madina Developments is a residential construction and design company based in Australia. We are seeking a highly organised and proactive Operations & Administration Coordinator to support our growing team.

This is a long-term role with opportunities to grow into a key support position within the business.

Responsibilities

Administration

Inbox management
Calendar management
Phone answering and message taking
Meeting scheduling
Meeting minutes
Document management
Database maintenance
Staff onboarding administration

Client & Supplier Support

Client onboarding
Supplier follow-up
Maintaining supplier and subcontractor databases
Preparing handover documentation
Following up outstanding information

Accounts Support

Enter supplier invoices into QuickBooks
Invoice tracking
Accounts receivable follow-up
General accounts administration

Marketing Support

Schedule social media content
Basic Canva edits
Maintain project folders and content libraries
Required Skills

? Executive Assistant experience

? Administrative experience

? Excellent written English

? QuickBooks experience is a MUST

? Outlook / Microsoft 365

?Sharepoint / Microsoft Teams

?Word + Excel

? Strong organisational skills

? Excellent spoken English


Bonus Skills

? Construction administration

? Canva

? CRM Experience

? Australian business experience

A Typical Day Might Include

* Managing Outlook inboxes
* Organising project folders within SharePoint
* Scheduling meetings through Outlook Calendar
* Following up suppliers and subcontractors
* Entering supplier invoices into QuickBooks
* Maintaining client and supplier databases
* Preparing handover documentation
* Assisting directors with administrative tasks
* Answering incoming calls and directing enquiries