CECAM is a growing facilities maintenance and building services company delivering responsive maintenance, repairs and project works for commercial and institutional clients.

We coordinate a wide range of trades and manage jobs from the initial client request through to scheduling, completion reporting, invoicing and close-out.

We are looking for an organised and proactive Operations Administrator to support our daily operations and help ensure jobs are completed efficiently, professionally and within client timeframes.

About the role

This is a key coordination role that connects our clients, customers, trades and internal team.

You will manage maintenance jobs from the time they are received through to completion, including allocating trades, arranging access, updating client portals, preparing job reports and supporting the invoicing process.

The role is suited to someone who is highly organised, confident communicating with clients and trades, and comfortable managing multiple jobs and priorities at the same time.

Key responsibilities

- Answer incoming phone calls and respond to client enquiries.
- Liaise professionally with clients, customers, facility managers and trades.
- Receive, review and process current maintenance work orders.
- Organise and coordinate jobs with employees and subcontractors.
- Allocate jobs to the appropriate trades.
- Contact customers and arrange suitable attendance dates.
- Provide trades with job details, access instructions and relevant documentation.
- Monitor job progress and follow up outstanding or incomplete works.
- Coordinate return visits where additional materials or works are required.
- Accept, assign, update and close jobs through client portals.




- Prepare clear and professional completion reports using trade notes and site information.
- Upload job reports, completion photos, quotations and invoices to client portals.
- Ensure completed jobs contain all required documents before close-out.
- Link work orders, purchase orders and job references with Xero invoices.
- Assist with invoice preparation, submission and reconciliation.
- Respond to client requests for updates, supporting documents or further information.
- Create, review and update SWMS, risk assessments and other safety documents.
- Maintain registers for licences, insurances, inductions and compliance documents.
- Monitor job deadlines and ensure client service-level requirements are met.
- Assist with general administration and operational support as required.

About you

To succeed in this role, you will be organised, reliable and comfortable taking ownership of jobs from beginning to end.

You will have:

- Previous experience in service coordination, facilities maintenance, construction administration, trade scheduling or a similar role.
- Strong customer service and telephone communication skills.
- Experience coordinating employees, contractors or subcontractors.
- The ability to manage a high volume of active jobs.
- Strong attention to detail and accurate data-entry skills.




- The ability to prioritise urgent works and meet client deadlines.
- Confidence following up trades for reports, photos and job updates.
- Strong written communication skills and the ability to prepare professional job reports.
- Good working knowledge of Microsoft Outlook, Word and Excel.
- Experience using job-management systems or client work-order portals.
- Experience with Xero or similar accounting software.
- The ability to work independently while remaining connected with the wider team.

Experience within facilities maintenance, commercial property maintenance, construction, insurance building or school maintenance will be highly regarded.

Working arrangement

This is a full-time hybrid position consisting of:

- Three days per week working from the office.
- Two days per week working from home.
- Availability during normal business hours on all working days.

The successful applicant may initially be required to work additional days from the office while completing training and becoming familiar with CECAM’s clients, trades, portals and internal processes.

The hybrid arrangement will be subject to successful completion of training, performance and operational requirements.

What we offer

- A varied role with responsibility across the full job-management process.
- A hybrid working arrangement.
- A supportive and growing business.
- Exposure to a wide range of maintenance and building services.
- The opportunity to improve systems and contribute to the development of the role.
- Long-term career opportunities as the business continues to grow.

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📌 Operations Administrator (Bankstown)
🏢 Cecam Projects
📍 Bankstown