About the Role

Blacktop Maintenance is looking for a capable Office Administrator / Operations Coordinator to run the day-to-day administration of a busy road construction and pavement maintenance business, and help us keep improving how the business works.

You will be the central point for crew scheduling, quoting, invoicing and general operations support, keeping the office, our crews and our customers organised and moving. You will need to be a strong all-round administrator who is comfortable taking ownership, working closely with the Director and the wider team, and following things through to completion. The role can be based in our Parafield Gardens office, worked remotely, or a mix of both, and offered part-time or full-time depending on what suits you.

Key Responsibilities

- Managing day-to-day administrative and operational tasks
- Coordinating crew and resource scheduling across metro Adelaide, regional SA and interstate/remote projects
- Preparing and sending quotes, and following up on outstanding quotes and tenders
- Issuing invoices, progress claims and receipts through Xero
- Supporting accounts receivable/payable, reconciliations and financial administration
- Monitoring and responding to business emails and phone enquiries
- Maintaining accurate customer, job and crew records in our CRM, spreadsheets and internal systems
- Assisting with project mobilisation: accommodation, travel, site inductions, plant and material call-ups
- Supporting compliance and HSE documentation (SWMS, inductions, licences and tickets)
- Preparing reports, proposals and business documents
- Improving internal procedures, systems and workflows

AI & Process Improvement Blacktop actively uses AI, automation and modern software to reduce repetitive administration and improve the way we operate. You should be comfortable:

- Using ChatGPT, Claude or similar AI tools confidently every day
- Using AI to draft, review, summarise and improve work
- Identifying inefficient or repetitive processes and helping automate them




- Reviewing AI-generated work for accuracy
- Suggesting practical improvements to systems and services

About You You must have practical experience with:

- Xero (invoicing, bills and reconciliations) – essential
- Confident everyday use of ChatGPT, Claude or similar AI platforms – essential
- Microsoft 365 / Google Workspace (Outlook or Gmail, Word or Docs, Excel or Sheets)
- CRM and customer account management systems
- General business administration and scheduling
- Customer service by phone and email
- Strong written and verbal communication
- Accurate record keeping and strong attention to detail

You should be proactive, reliable, organised, comfortable working independently and capable of following tasks through to completion. Highly Regarded, But Not Essential

Experience with

- Civil construction, road maintenance, trades or transport businesses
- Pipedrive or a similar CRM
- Crew or resource scheduling and job programming
- AI agents, automated workflows, and ChatGPT or Claude projects and workspaces
- Financial reporting or advanced Xero and Excel

Why Join Blacktop?

- Salary based on experience and performance – we pay well for people who deliver
- Flexible part-time or full-time hours – tell us what works for you
- Work from our Parafield Gardens office (in office parking), remotely, or a hybrid mix – we are flexible for the right person
- Genuine autonomy and responsibility – you will run the office, not just support it
- Hands-on exposure to AI, automation and modern business systems
- Scope for additional hours, responsibility and growth as the business grows

About Blacktop Maintenance Blacktop Maintenance is a South Australian civil construction and pavement services company based in Parafield Gardens. We deliver line marking, crack sealing, asphalt, seal coating, civil works and bulk haulage for councils, airports, mining and commercial clients across South Australia and at remote sites including the Pilbara in WA.

How to Apply

Apply through SEEK, or contact Desh directly to talk about the role or email your CV to [email protected].

📌 Administration & Operations Cooridantor (Parafield Gardens)
🏢 Blacktop Maintenance
📍 Parafield Gardens