Job Summary

Workplace & Operations Coordinator / Office Manager / People Operations

BuildPass

Full-time

Hybrid | Richmond, Australia

$75K-$90K + super + ESOP

About The Job

BuildPass is building the world’s smartest operating system for construction. AI isn’t just part of our product, it’s core to how we operate. We’re digitising one of the world’s largest and least tech‑enabled industries, helping construction companies manage safety, compliance, and quality so they can focus on building.

We're looking for a Workplace & Operations Coordinator to be the operational backbone of our Melbourne headquarters. You'll be responsible for the smooth day‑to‑day running of our office, creating an organised, welcoming, and functional workplace that enables our team to do their best work. You'll also support the people experience across the business and help keep our operations running as we scale.

Reporting to Caylie, our Head of Operations, this is a hands‑on, execution-focused role with a genuine growth path. You'll start by running the office and building foundations across people and operations. Once you've ramped and feel confident, you can expand into the areas that excite you most; whether that's people & culture, HR, business operations, or something else entirely.

This is an ideal role for someone who enjoys ownership, organisation, and being the go‑to person for keeping things running smoothly. You'll work across almost every team in the business and have the opportunity to provide genuine input into the way we do things; if there's a better, more productive way to do something, we want to know.

We raised a AU$7.5M Seed round in 2024 and have been growing ~10% month‑on‑month since inception, servicing over 800 customers across Australia, New Zealand, America, and Canada. Earlier this year, we moved into our brand new Melbourne HQ in Richmond, and set up our first North American office in Austin, Texas.

Our team comes from diverse backgrounds and skill sets. Never worn a hard hat or stepped onto a construction site? That's okay. What matters most is curiosity, ambition, and a drive to be part of a high‑performing team.

Run our Melbourne office

- Own the end‑to‑end day‑to‑day management of our Melbourne office, ensuring the space, systems, and environment support a smooth and productive operation
- Keep the kitchen, coffee machine, and communal areas stocked and tidy; manage supplier orders, equipment, subscriptions, restock cadences, and coordinate repairs, maintenance, cleaning and deliveries
- Manage office technology inventory (laptops, headsets, printers, AV equipment, shared workstations), access management (key fobs), and the desk rental arrangements with the companies who share our floor
- Be the first point of contact for any office‑related enquiries or projects

Help Contribute To Great People Experience

- Own the administration of new starter onboarding and offboarding: laptops, email accounts, platform access, desk setup, swag, and first‑week coordination; be the first point of contact for office‑related questions
- Plan and execute team social events, celebrations, and culture moments; team lunches, Build‑a‑Brunches, end‑of‑year celebrations etc.
- Coordinate logistics for interstate events, expos, and conferences; travel, accommodation, badges, packing, setup (e.g. Sydney Build Expo), and manage company merch
- Manage the logistics and cadence for all‑hands meetings, company‑wide gatherings, and internal events
- Support our fractional HR partner with people administration as needed
- Over time, if you’re interested,



there is scope to grow into broader people operations work; performance review coordination, pulse check surveys, supporting functional leads with their people responsibilities, and whatever else the business needs as we grow

Support operations as we scale

- Support the development, documentation, and implementation of business processes that do (and do not yet) exist to improve efficiency and consistency across the organisation
- Help manage and audit company subscriptions, vendor contracts, and software tools — and know who owns what
- Support compliance initiatives including ISO/SOC documentation and policy management (e.g. Drata)
- Assist with occasional travel bookings and logistics for our founders (CEO and CTO)
- Support with materials, presentations, and documents for leadership meetings as needed
- Use discretion, confidentiality, and good judgment when handling sensitive matters
- Handle general administrative tasks including basic record‑keeping, invoices, and expense coordination
- Over time, if you’re interested, there is scope to grow into a broader operational remit. Our Head of Operations covers finance, cross‑functional projects, and strategy; the right person can get increasingly exposed and involved across these areas

Automate the work that shouldn't be manual

- Find the recurring work that doesn't need a person doing it, and do something about it
- Build and improve internal workflows and automations alongside our operations and AI ops team
- Bring what you learn back to the rest of the business

You can work independently and don’t need to be told what to do

- You’re naturally organised and take pride in keeping things smooth, stocked, and sorted
- You’re proactive; you spot what needs doing before being asked and just get it done
- You’re comfortable juggling multiple tasks and priorities. When things need to be reprioritised (as often happens in start ups) you can advocate for this clearly and competently
- You’re reliable, capable, and can work independently; you don’t need to be managed closely

You know where precision matters, and where it doesn't

- Some things here cannot be wrong: insurance renewals, compliance evidence, removing someone's access when they leave, payroll inputs, a flight booked for the wrong day
- Other things just need to be done, and done well enough. We're looking for someone who is genuinely uncompromising about the first list and sensible about the second
- Attention to detail is incredibly important in this role, and we mean it in the specific sense above - not in the sense of polishing things that don't need polishing

You’re a people person who enjoys contributing to a great environment

- You genuinely enjoy creating a positive atmosphere for the people around you
- You’re friendly, approachable, and a great communicator; people trust you and feel comfortable coming to you
- You can work with stakeholders across and outside the business to get things done
- You’re comfortable navigating across teams and adapting to different communication styles

You’re a growth-minded operator

- You’re hands‑on and execution-focused; you’d rather do the work than just talk about it
- You’re happy to try something, learn from it, and iterate. Perfect isn’t the goal on day one




- You’re eager to learn and grow; you are excited by the idea of shaping what this role becomes, into operations, people & culture, HR, or wherever your strengths take you

You’re curious about how AI can take the repetitive work off your plate

- You’re the kind of person who’d rather automate a recurring task than do it manually every week. You'll sit inside a team that builds internal agents and automations, and some of it will go over your head at first. That's expected, and completely fine
- What matters is whether that feels exciting or exposing to you. We want the person who asks the obvious question in the channel rather than quietly hoping nobody notices
- You don’t need to be technical; but you should be curious about no‑code or low‑code tools and workflows that save time (Claude, ChatGPT, Lovable). Every person at BuildPass uses AI daily. We'll invest in getting you there through our internal AI training program

You are values-aligned with BuildPass’ culture

- You value hybrid working; having independent deep work time, but also valuing in‑person collaboration and working closely with our team
- You leave your ego at the door. You want to work with good people doing meaningful work and you’re always willing to learn more

What You’ll Bring

- You have a track record of projects or outcomes you have genuinely owned
- Highly autonomous, curious, with a bias towards action.
- Strong organisational and time management skills
- Comfortable using digital tools; we use Google Workspace, Slack, Notion.
- Based in Melbourne with full Australian working rights.

Nice to haves

- Curious about no‑code or low‑code AI tools and workflows that save time (Claude, ChatGPT, Lovable).
- Experience in a fast‑paced startup or tech environment
- Previous exposure to compliance, people operations, or employee experience work
- Experience coordinating onboarding or team events
- Familiarity with tools like Rippling, Deel, or similar

Why Join BuildPass

- A role that grows with you — This isn’t a static role. You’ll start with a strong foundation in office and people operations, and as you develop, you’ll have the opportunity to carve out a specialisation in the areas that excite you most; whether that’s people & culture, HR, business operations, or something we haven’t built yet. We’re growing fast, and this role will grow with us.
- Your work will be visible and valued — This role touches nearly every part of the business. You’ll build relationships across every team and have a direct impact on how it feels to work at BuildPass.
- Work with an ambitious, tight‑knit team — We’re ~50 people across AU/US/Philippines. We just promoted a wave of emerging leaders. We love what we do and could (and do) talk about construction, AI, and tech all day.
- Competitive package — $75,000 – $90,000 + superannuation, with meaningful equity available through our Employee Share Option Plan (ESOP). The salary band is reflective of varying seniority and experience. We offer four additional days of paid leave per year to rest and recharge, quarterly celebrations, team lunches, and a central Melbourne office with a proper espresso machine.

Our Values

- Listen Loudly — We listen and act on feedback, and have built a culture of trust where giving direct feedback is encouraged.
- Build with Ambition — We set audacious goals and ship product that compounds our advantage.
- Own Your Impact — We take ownership of outcomes, not just tasks, and measure success by the difference we make.
- Co‑Create the Future — We work alongside our customers to not only solve their problems, but to push the whole industry forwards.

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📌 Workplace & Operations Coordinator (Williamstown)
🏢 BuildPass
📍 Williamstown