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 ResponsibilitiesManaging day-to-day administrative and operational tasksCoordinating crew and resource scheduling across metro Adelaide, regional SA and interstate/remote projectsPreparing and sending quotes, and following up on outstanding quotes and tendersIssuing invoices, progress claims and receipts through XeroSupporting accounts receivable/payable, reconciliations and financial administrationMonitoring and responding to business emails and phone enquiriesMaintaining accurate customer, job and crew records in our CRM, spreadsheets and internal systemsAssisting with project mobilisation: accommodation, travel, site inductions, plant and material call-upsSupporting compliance and HSE documentation (SWMS, inductions, licences and tickets)Preparing reports, proposals and business documentsImproving internal procedures, systems and workflowsAI & Process ImprovementUsing ChatGPT, Claude or similar AI tools confidently every dayUsing AI to draft, review,



summarise and improve workIdentifying inefficient or repetitive processes and helping automate themReviewing AI-generated work for accuracySuggesting practical improvements to systems and servicesAbout YouYou must have practical experience with:Xero (invoicing, bills and reconciliations) – essentialConfident everyday use of ChatGPT, Claude or similar AI platforms – essentialMicrosoft 365 / Google Workspace (Outlook or Gmail, Word or Docs, Excel or Sheets)CRM and customer account management systemsGeneral business administration and schedulingCustomer service by phone and emailStrong written and verbal communicationAccurate record keeping and strong attention to detailYou should be proactive, reliable, organised, comfortable working independently and capable of following tasks through to completion.Highly Regarded, But Not EssentialExperience with:Civil construction, road maintenance, trades or transport businessesPipedrive or a similar CRMCrew or resource scheduling and job programmingAI agents, automated workflows, and ChatGPT or Claude projects and workspacesFinancial reporting or advanced Xero and ExcelWhy Join Blacktop?
Salary based on experience and performance – we pay well for people who deliverFlexible part-time or full-time hours – tell us what works for youWork from our Parafield Gardens office (in office parking), remotely, or a hybrid mix – we are flexible for the right personGenuine autonomy and responsibility – you will run the office, not just support itHands-on exposure to AI, automation and modern business systemsScope for additional hours, responsibility and growth as the business growsAbout Blacktop MaintenanceBlacktop 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