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
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 (on-site parking), remotely, or a hybrid mix – we are adaptable 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.
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📌 Administration & Operations Cooridantor (Adelaide)
🏢 Blacktop Maintenance
📍 Adelaide