Job Description

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

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

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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.

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About the role

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

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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.

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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.

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Key responsibilities

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- Answer incoming phone calls and respond to client enquiries.
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- Liaise professionally with clients, customers, facility managers and trades.
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- Receive, review and process current maintenance work orders.
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- Organise and coordinate jobs with employees and subcontractors.
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- Allocate jobs to the appropriate trades.
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- Contact customers and arrange suitable attendance dates.
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- Provide trades with job details, access instructions and relevant documentation.
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- Monitor job progress and follow up outstanding or incomplete works.
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- Coordinate return visits where additional materials or works are required.
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- Accept, assign, update and close jobs through client portals.
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- Prepare clear and professional completion reports using trade notes and site information.
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- Upload job reports, completion photos, quotations and invoices to client portals.
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- Ensure completed jobs contain all required documents before close-out.
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- Link work orders, purchase orders and job references with Xero invoices.
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- Assist with invoice preparation, submission and reconciliation.
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- Respond to client requests for updates, supporting documents or further information.
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- Create, review and update SWMS, risk assessments and other safety documents.
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- Maintain registers for licences, insurances, inductions and compliance documents.
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- Monitor job deadlines and ensure client service-level requirements are met.
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- Assist with general administration and operational support as required.
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About you

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

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You will have:

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- Previous experience in service coordination, facilities maintenance, construction administration, trade scheduling or a similar role.
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- Strong customer service and telephone communication skills.
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- Experience coordinating employees, contractors or subcontractors.
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- The ability to manage a high volume of active jobs.
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- Strong attention to detail and accurate data-entry skills.
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- The ability to prioritise urgent works and meet client deadlines.
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- Confidence following up trades for reports, photos and job updates.
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- Strong written communication skills and the ability to prepare professional job reports.
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- Good working knowledge of Microsoft Outlook, Word and Excel.
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- Experience using job-management systems or client work-order portals.
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- Experience with Xero or similar accounting software.
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- The ability to work independently while remaining connected with the wider team.
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Experience within facilities maintenance, commercial property maintenance, construction, insurance building or school maintenance will be highly regarded.

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Working arrangement

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This is a full-time hybrid position consisting of:

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

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

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What we offer

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- A varied role with responsibility across the full job-management process.
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- A hybrid working arrangement.
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- A supportive and growing business.
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- Exposure to a wide range of maintenance and building services.
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- The opportunity to improve systems and contribute to the development of the role.
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- Long-term career opportunities as the business continues to grow.
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📌 Operations Administrator (New South Wales)
🏢 Cecam Projects
📍 New South Wales