Operations/Admin Coordinator

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🕒 May 29

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Pear Tree.

WebsiteLinkedInAll Job Openings

1 - 10 employees

🎯 Recruiter

👥 HR Tech

🤝 B2B

Recruitment • HR Tech • B2B

Pear Tree is a Melbourne‑born offshore recruitment and hiring services company that connects Australian, US, and UK businesses directly with skilled offshore professionals (primarily from the Philippines) without agency markups. They provide end-to-end hiring support — sourcing, screening, skills assessments, video interviews, reference checks — and offer payroll, Employer‑of‑Record, and compliance assistance plus a six‑month replacement guarantee. Pear Tree recruits across IT, sales & marketing, finance, creative, admin and operations roles, emphasizing cost savings, direct pay to talent, and secure onboarding workflows.

📋 Description

• Coordinate day-to-day operational and administrative activities across active projects • Schedule and organise project requirements ahead of delivery and commencement • Monitor project progress and ensure key tasks are completed on time • Assist with workflow management across multiple active jobs • Track upcoming deadlines, supplier requirements, and project milestones • Maintain visibility of project schedules and outstanding actions • Manage and maintain project workflows within BuildPaperless • Create, update, and monitor job records throughout the project lifecycle • Ensure project information, notes, documentation, and workflow stages are kept accurate and up to date • Monitor workflow status and proactively identify bottlenecks or outstanding actions • Assist with ongoing optimisation of internal processes and system usage • Book and coordinate concrete deliveries for upcoming projects • Arrange steel orders and supplier bookings • Liaise with suppliers to confirm delivery schedules and project requirements • Ensure materials are organised and available to support project timelines • Follow up on supplier communications and scheduling changes as required • Manage project-related documentation and records • Support email communication and customer follow-up where required • Prepare and coordinate invoicing for completed and active projects • Ensure job information, supplier costs, and supporting documentation are accurately recorded prior to invoicing • Submit invoices to the owner for final review and approval • Maintain accurate invoicing records within BuildPaperless and related systems • Coordinate information between field staff, suppliers, and office operations • Help maintain organised systems and documentation across the business

🎯 Requirements

• Previous experience in operations, project coordination, construction administration, scheduling, or a similar operational support role • Experience using construction workflow or job management software such as Build Paperless, Buildxact, SimPRO, AroFlo, or similar systems • Strong proficiency in Microsoft Office and Google Workspace for project tracking, documentation, reporting, and communication • Ability to coordinate multiple active projects, competing priorities, and deadlines simultaneously • Strong organisational, administrative, and time management skills • Excellent communication and stakeholder coordination abilities • High attention to detail with strong process management capabilities • Comfortable learning, managing, and taking ownership of construction workflow systems • Proactive problem-solving skills and the ability to work independently with minimal supervision • Experience coordinating suppliers, deliveries, schedules, and operational workflows is highly desirable • DESIRABLE: • Experience using BuildPaperless, Buildxact, SimPRO, AroFlo, or similar construction management software • Experience in the construction, concreting, trades, or building industry • Familiarity with supplier coordination and project scheduling • Understanding of construction project lifecycles and site operations

🏖️ Benefits

• Australian Work Hours