Job Description
Business Operations & Client Services Coordinator – Immediate Start
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We're looking for an experienced, confident and people-focused Business Operations & Client Services Coordinator to join our growing team.
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This is an immediate-start position for someone who is ready to step into a hands-on role and make an impact from day one.
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You'll be the kind of person who enjoys speaking with people, keeping things organised, solving problems and making sure things actually get done.
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You'll work across our day-to-day operations, communicating with clients, families, team members and external partners. You'll coordinate schedules, follow up outstanding tasks, resolve issues, improve processes and help keep the business running smoothly.
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We're looking for someone who is warm, bubbly, professional and confident, but also highly organised and able to take ownership.
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If you have several years of experience in customer service, operations, office management, business coordination, client services, hospitality, education, healthcare administration, logistics, recruitment or another people-focused environment, we'd love to hear from you.
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About the Role
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We're looking for an experienced, confident and people-focused Business Operations & Client Services Coordinator to join our growing team.
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This is an immediate-start position for someone who is ready to step into a hands-on role and make an impact from day one.
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You'll be the kind of person who enjoys speaking with people, keeping things organised, solving problems and making sure things actually get done.
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You'll work across our day-to-day operations, communicating with clients, families, team members and external partners. You'll coordinate schedules, follow up outstanding tasks, resolve issues, improve processes and help keep the business running smoothly.
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We're looking for someone who is warm, bubbly, professional and confident, but also highly organised and able to take ownership.
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If you have several years of experience in customer service, operations, office management, business coordination, client services, hospitality, education, healthcare administration, logistics, recruitment or another people-focused environment, we'd love to hear from you.
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About Us
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The Smiles Dentacare is a growing community healthcare business delivering services to childcare centres, schools and aged care facilities across Australia.
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Our team works across multiple locations and coordinates clinicians, families, centres and partner organisations.
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As we continue to grow, we need someone who can help bring structure to our operations, maintain strong relationships and make sure nothing falls through the cracks.
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This is an opportunity for someone who wants to become an important part of a growing business and have a genuine impact on how we operate.
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What You'll Be Doing
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Client & Customer Service
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Communicate with clients, families, childcare centres, schools and partner organisations.
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Build strong and positive relationships with the people we work with.
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Respond to enquiries professionally and promptly.
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Make phone calls and follow up outstanding matters.
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Handle complaints and difficult conversations calmly and professionally.
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Make sure people feel heard, supported and looked after.
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Follow issues through until they are resolved.
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Business Operations
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Coordinate the day-to-day operations of the business.
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Manage multiple locations and competing priorities.
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Make sure staff and clients have the information they need.
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Monitor outstanding tasks and ensure they are completed.
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Identify problems before they become bigger issues.
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Take ownership of operational problems and find practical solutions.
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Support the team with day-to-day operational matters.
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Scheduling & Coordination
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Coordinate schedules across multiple locations.
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Manage bookings, confirmations, cancellations and rescheduling.
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Communicate changes quickly and clearly.
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Identify scheduling gaps and help find solutions.
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Coordinate between team members, clients and external partners.
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Ensure appointments and daily operations run as smoothly as possible.
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Team Support
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Coordinate communication between team members.




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Follow up outstanding tasks and responsibilities.
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Assist with onboarding and training new team members.
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Help team members understand and follow processes.
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Support a positive, accountable and collaborative workplace.
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Raise issues when something isn't working and help find a solution.
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Process Improvement
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This is an important part of the role.
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We don't want someone who simply follows instructions.
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We want someone who looks at the way we're doing something and thinks:
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"There must be a better way to do this."
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You'll be encouraged to:
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Improve systems and workflows.
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Create and improve processes and checklists.
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Identify inefficiencies.
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Introduce better ways of organising information.
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Help implement new software and technology.
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Find ways to save time and reduce mistakes.
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Improve the experience for our clients, families and team.
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We'd love someone who is:
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Friendly and naturally bubbly
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Confident and comfortable speaking with people
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Professional and well presented
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An excellent communicator
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Highly organised
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Proactive rather than reactive
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Comfortable making phone calls
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Comfortable having difficult conversationsGood at managing competing priorities
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A strong problem solver
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Able to work independently
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Comfortable taking responsibility and ownership
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Someone who follows things through
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Someone who notices when something isn't working
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Someone who enjoys improving systems and processes
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Comfortable learning current software and technology
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Reliable, mature and accountable
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Most importantly, we're looking for someone who cares about the experience people have when dealing with our business.
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What We Offer
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AUD70,000 – AUD90,000, depending on experience
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Immediate start
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A hands-on role with genuine responsibility and autonomy
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Prospect to work closely with the business owner and leadership team
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A supportive and collaborative working environment
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The opportunity to improve and build business systems
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A role where your ideas and initiative are genuinely valued
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Long-term opportunity to grow with a rapidly developing business
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📌 Business Operations & Client Services Coordinator - Immediate Start (Victoria)
🏢 The Smiles Dentacare
📍 Victoria