Job Description

Executive Assistant & Operations Coordinator

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Executive Assistant & Operations Coordinator – Franchise Support

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Gold Coast, QLD

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Full Time

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$75,000 – $85,000 + super

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The Doctor Services Group is looking for an exceptional Executive Assistant & Operations Coordinator to work directly with our Head of Operations and play an important role in the ongoing growth and success of our franchise network.

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This isn't a traditional PA role where every day revolves around managing a diary.

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You'll be at the centre of a busy, growing business — coordinating franchise operations, helping keep projects moving, managing contracts and documentation, organising travel, communicating with franchisees and making sure the important things actually get done.

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If you're highly organised, naturally proactive and love being the person who brings order, follow-through and momentum to a team, we'd love to meet you.

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Why join The Doctor Services Group?

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We've built our business around great people, robust relationships and helping our franchisees build successful businesses of their own.

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You'll join a friendly, connected and supportive Gold Coast team where people know each other, work together and genuinely contribute to the success of the broader business.

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We offer:

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- A genuinely varied role — no two days will look quite the same.
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- A close-knit team environment where your contribution will be noticed and valued.
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- Direct involvement in the operation of a growing franchise network.
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- Great working conditions in a professional but down-to-earth environment.
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- Meaningful work where what you do directly helps franchisees and the business succeed.
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- The opportunity to work closely with our Head of Operations and gain exposure to virtually every part of the business.
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- Plenty of responsibility, autonomy and opportunities to improve how things are done.
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- A business with an established history, strong brands and exciting plans for the future.
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We work hard, but we also believe work should be enjoyable. We're looking for someone who wants to become a genuine part of the team rather than simply fill an administrative position.

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The role

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Working closely with our Head of Operations, you will become the key coordination and administrative support person.

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Your job will be to keep everything organised behind the scenes — making sure meetings happen, commitments are followed up, franchisees receive support, documents are completed, projects stay on track and nothing important falls through the cracks.

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Executive & Diary Support

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- Manage the Head of Operation's diary, appointments and meeting schedule.
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- Coordinate meetings with franchisees, suppliers and team members.
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- Prepare meeting agendas, briefing information and follow-up actions.
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- Manage competing priorities and help ensure key commitments and deadlines are met.
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- Assist with inbox and communication management.
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- Draft professional emails, letters and correspondence.
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Franchisee Coordination

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- Become a key administrative contact for our franchise network.
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- Coordinate franchise meetings, site visits and training.
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- Assist with onboarding documentation for new franchisees.
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- Follow up action items and outstanding information.
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- Help ensure franchisees receive timely and professional support.
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- Build positive working relationships with franchisees across the network.
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Contracts & Compliance

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- Maintain franchise agreement and contract registers.
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- Monitor renewal and expiry dates.
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- Coordinate preparation and execution of documentation.
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- Track compliance requirements and outstanding documentation.
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- Liaise with legal advisers and other external parties when required.
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- Maintain accurate and confidential records.
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Operations & Projects

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- Help coordinate operational projects and initiatives.
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- Maintain project action lists and follow up team members on deliverables.
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- Track deadlines and project progress.
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- Prepare operational reports and management information.
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- Assist with updating procedures, systems and documentation.
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- Help identify opportunities to make our operations more organised and effective.
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Travel Coordination

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- Coordinate flights, accommodation, car hire and appointments.
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- Prepare efficient travel itineraries for franchise visits.
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- Organise supporting documentation and travel information.
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- Help maximise the effectiveness of Peter's time while travelling.
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Reporting & Administration

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- Prepare weekly and monthly reports.
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- Maintain operational registers and KPI information.
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- Produce meeting minutes and summaries.
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- Prepare presentations and business documents.
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- Maintain well-organised electronic filing and document management systems.
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- Assist with occasional company events and other administrative activities.
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Who we're looking for

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The right person will probably describe themselves as highly organised, proactive and dependable.

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You're someone who sees that something needs doing and takes responsibility for getting it done.

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You don't need to be constantly reminded to follow things up. In fact, you're usually the person reminding everyone else.

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You'll be comfortable dealing with a wide variety of people — from franchise business owners and suppliers through to managers, lawyers and members of our internal team.

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Most importantly, you'll enjoy becoming an important part of a business and taking genuine ownership of your role.

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You'll ideally bring

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- 3–5+ years' experience as an Executive Assistant, Personal Assistant, Senior Administrator or Operations Coordinator.
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- Exceptional organisational and time-management skills.
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- Excellent written and verbal communication.
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- Strong attention to detail.
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- Confidence managing multiple priorities and deadlines.
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- Excellent follow-up skills.
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- Strong Microsoft Outlook, Word, Excel and PowerPoint skills.
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- Experience preparing professional correspondence and business documentation.
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- The maturity and discretion required to handle confidential information.
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- A current driver's licence.
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- A positive, calm and solutions-focused approach.
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Experience in franchising, multi-site businesses, project coordination, contract administration, CRM systems or document management would be highly regarded — but isn't essential.

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What will make you successful here?

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- Anticipates what needs to happen next.
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- Takes ownership rather than waiting to be instructed.
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- Enjoys creating organisation out of complexity.
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- Communicates confidently and professionally.
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- Follows things through to completion.
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- Remains calm when priorities change.
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- Builds strong relationships with the people around you.
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- Enjoys variety and solving problems.
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- Takes pride in being reliable.
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- Wants to contribute ideas rather than simply process tasks.
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About The Doctor Services Group

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The Doctor Services Group is the company behind established specialist service brands including The Leather Doctor, The Fabric Doctor and The Timber & Stone Doctor.

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Through our franchise network, our technicians help thousands of customers care for, repair and restore furniture and household surfaces every year.

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Behind every successful franchise location is a support team helping franchisees grow their businesses, solve problems and deliver a great service to their customers.

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That's where you come in.

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This role gives you the opportunity to make a genuine contribution not only to our Head Office team, but to the success of franchise business owners across our network.

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Salary

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$75,000 – $85,000 + superannuation, depending on experience and capability.

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This is a full-time, Gold Coast-based role.

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Interested?

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We're not simply looking for someone who can manage a calendar.

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We're looking for someone who wants to become the organisational right hand to our Head of Operations, become an important member of our team and help us make a growing business run exceptionally well.

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If that sounds like you, we'd love to hear from you.

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📌 Executive Assistant & Operations Coordinator (City of Gold Coast)
🏢 Care Cover
📍 City of Gold Coast