Location of workplace: Tweed Heads warehouse / office

Role: Full time (Monday – Friday, 8.00am – 4.30pm)

About the role:

The Business Operations & People Coordinator plays a key role in supporting the Founder and leadership team by bringing structure, coordination, and accountability across people, processes, and key business initiatives.

Working across the leadership team and with visibility across all areas of the business, this role helps keep the office running smoothly, leaders aligned, and business priorities moving forward. You will ensure key conversations take place, decisions and actions are captured, and agreed outcomes are followed through.

As a central point of coordination, you will support leadership accountability, strengthen communication across departments, and help drive the delivery of key business initiatives. You will also coordinate core People & Culture activities across the employee lifecycle, supporting recruitment, onboarding, performance processes, employee documentation, HR systems, and day-to-day people administration.

Alongside your People & Culture responsibilities, you will provide high-level operational and administrative support to the Founder and wider business, helping to create greater structure, consistency, and efficiency while reducing the day-to-day operational reliance on the Founder.

Required skills and experience:

- Proven experience in an administrative, executive assistant, people & culture, or operations coordination role
- Strong organisational and project coordination skills
- High attention to detail and ability to manage multiple priorities
- Strong written and verbal communication skills
- Ability to work with discretion and handle confidential information
- Proactive mindset with the ability to identify gaps and drive follow-through
- Strong technical aptitude and confidence providing hands-on IT and technology support within a business environment
- Demonstrated ability to diagnose and troubleshoot common hardware, software, connectivity, account access, and system issues independently
- Confidence setting up and managing computers, workplace devices, user accounts, email accounts, software, permissions, multi-factor authentication, and system access
- Strong understanding of workplace technology and ability to confidently support team members with day-to-day technical issues
- Skilled and experienced in Employment Hero, with demonstrated confidence administering and supporting the platform across HR, employee records, onboarding and offboarding, leave, timesheets, rostering, employee self-service, and related People & Culture processes
- Solid working knowledge of Employment Hero system configuration and administration, with the ability to troubleshoot platform issues, maintain accurate employee data, support employees and managers, and ensure the system is being used effectively across the business
- Experience administering other business systems such as Google Workspace, Asana,



Xero, and other cloud-based platforms
- Ability to investigate technical problems, identify potential causes, implement solutions, and determine when specialist IT support is required
- Ability to quickly learn current technology, software, and systems and confidently support their implementation and ongoing use across the business

What this role involves:

- Leadership Coordination & Accountability
- Coordinate leadership meeting cadence, including WIPs, 1:1s, and monthly reviews
- Prepare meeting agendas and capture minutes
- Track action items and ensure follow-through across leadership team
- Provide visibility on progress, risks, and outstanding deliverables
- Act as a central coordination point between departments to ensure alignment and momentum

- Cross-Functional Business Coordination

- Support the planning and coordination of key business initiatives, including product launches, campaigns, and peak trade periods
- Facilitate communication across departments to ensure alignment and execution
- Identify bottlenecks or gaps in coordination and escalate where required
- Assist in maintaining structure and clarity across business priorities

- Founder Support & Business Coordination

- Provide high-level administrative and coordination support to the Founder
- Manage calendar, scheduling, and prioritisation of key commitments
- Prepare briefs, documents, and summaries ahead of meetings
- Track and follow up on key actions and priorities
- Assist in managing communications and ensuring timely responses where required
- Oversee general administrative and operational support across the business, including managing basic technical troubleshooting, coordinating system access, and acting as the central point of contact for internal tech-related issues and external service providers
- Maintain and support the effective use of core business systems (e.g. Google Workspace, Asana, Employment Hero, Xero), ensuring team access, functionality, and basic troubleshooting is managed efficiently
- Organise and facilitate events, as well as planning team lunches and celebrations
- Lead compliance, risk, WHS and insurance oversight
- Capturing key decisions and actions during leadership meetings

- People & Culture / HR Coordination

- Act as a central point of coordination for day-to-day People & Culture and HR administration across the business
- Maintain accurate and up-to-date employee records, employment contracts, position descriptions, and compliance documentation
- Prepare and coordinate employment documentation, including contracts,



contract variations, remuneration changes, role changes, and employee correspondence
- Own and manage onboarding and offboarding processes end-to-end
- Coordinate new starter documentation, inductions, system access, policies, and onboarding requirements
- Oversee staff timekeeping, leave tracking, timesheet accuracy, and employee information within Employment Hero
- Support payroll preparation by ensuring employee records, timesheets, leave, and employment changes are accurately maintained
- Ensure HR processes align with internal policies and relevant compliance requirements
- Maintain and coordinate workplace policies, procedures, and employee documentation
- Support the coordination of performance review and probation review cycles across the business
- Coordinate employee training, development, and compliance requirements where required
- Support employee engagement, recognition, and internal people initiatives
- Assist leadership with workforce planning, role requirements, organisational changes, and people-related projects
- Coordinate employee relations documentation and processes where required, escalating complex matters to the Founder or external HR/legal advisors
- Maintain confidentiality and appropriate record-keeping across all employee matters

- Performance & Review Coordination

- Design, implement, and manage the business-wide performance review framework
- Schedule and coordinate all performance reviews across teams
- Coordinate probation reviews and ensure required reviews are completed within appropriate timeframes
- Prepare templates, documentation, and supporting materials for managers
- Support the development and documentation of role KPIs, expectations, and development objectives
- Track completion of reviews and ensure accountability across leadership
- Maintain accurate and confidential records of performance outcomes and development plans
- Support managers in structuring feedback where required
- Track agreed actions, development opportunities, and follow-up requirements arising from performance reviews

Note: Managers are responsible for conducting performance reviews. The Founder retains final decision-making on remuneration and promotions.

- Business Readiness & Strategic Project Coordination
- Coordinate and organise business-critical documentation to support strategic initiatives, including potential business sale and due diligence (DD)
- Prepare high-quality reports and materials for board meetings, shareholders, and key stakeholders
- Establish and maintain a structured digital data room, ensuring all documentation is accurate, current, and easily accessible
- Liaise with key external stakeholders, including accountants, legal advisors, and fractional CFO / exit strategists
- Track outstanding documentation and follow up with relevant stakeholders to ensure completion
- Prepare summary documents and reports for leadership as required

📌 Business Operations & People Coordinator (Coolangatta)
🏢 Ela & Earth
📍 Coolangatta