Job title

Operations Coordinator & Executive Assistant to the Director

Location / type / pay

Subiaco, Perth WA | Full time | $85,000 to $95,000 + super

Key selling points (SEEK’s three bullet points)

- Run the engine room of a growing, client-first building advisory firm
- Full time, Monday to Friday, in our Subiaco office with free parking
- A varied role with real ownership and a supportive team

About IBA Independent Building Advice helps Perth homeowners design, build and extend their homes. We work for the client, not the builder, guiding them from first idea through design, builder selection and construction to handover.

We’re a team of 12 based at Home Base in Subiaco. Our Director, Behan Flaherty, has 25 years in the building industry and hosts the Home Building Podcast.

About the role

We need someone to keep the business running smoothly. You’ll manage the Director’s diary and inbox, look after our relationships with Perth’s leading builders, coordinate the team, and make sure the numbers on our invoices are right.

This is a full-time role, five days a week, Monday to Friday, 8:30am to 5pm, in our Subiaco office. It will We are looking for someone to join the team for the long term, sink their teeth in and own the role. This role isn’t suited to part time hours or flexible days.

What you’ll do

Director support (about 35%)

- Manage the Director’s inbox and diary: sort what matters, draft replies in his voice, and keep low-priority items off his desk
- Book meetings with builders and supply partners, grouping visits to cut travel time
- Schedule client seminars and team training




- Take meeting notes, follow up actions and prepare briefs

Builder liaison and costings (about 30%)

- Be the day-to-day contact for our panel of builders, building strong working relationships
- Send costing requests to builders, track responses and chase anything outstanding
- Receive costings and pass them to the right team member on time
- Keep builder contacts, details and records up to date

No construction knowledge is needed. We’ll teach you how the process works. Team operations and events (about 25%)

- Coordinate team meetings, training, 1:1 prep and leave
- Allocate new leads to our Client Advocates on the day they come in, and keep the CRM up to date
- Onboard new staff and contractors, and keep templates and policies current
- Plan and run team and client events, seminars, expos and the occasional team social

Invoicing oversight (about 10%)

- Check that invoice amounts are correct before they go out, and follow up anything that doesn’t match
- Track which invoices are due and flag anything overdue to the Director

This isn’t an accounting role. You’re checking amounts, not doing the books.

About you

Essential

- 3+ years as an EA, operations coordinator, office coordinator or similar, ideally in a small business




- An optimistic, upbeat person who enjoys working with others
- Excellent written English, and the ability to write in someone else’s voice
- Confident building relationships with suppliers and trades
- Organised and reliable: you finish what you start, and you notice when numbers don’t add up
- Confident with Microsoft 365 and a CRM
- Willing to learn about AI
- Available Monday to Friday, in the office
- Current Australian driver’s licence

Nice to have
- Experience in residential building, property or a supplier-facing role
- Experience organising events

If you’re a great coordinator from any industry, don’t let the building side put you off. We’ll teach you what you need to know. What success looks like after 6 months

- The Director is no longer the bottleneck
- Builders know you, trust you and respond to you quickly
- Costing requests go out and come back on time, without chasing from the Director
- Invoices go out correct the first time
- The team feels supported, and meetings, training and events run smoothly

What you get

- $85,000 to $95,000 + super, depending on experience
- A small, supportive team where your work is visible and valued
- Laptop and phone
- Real ownership and variety every day
- Free parking at Home Base, Subiaco

How to apply Apply via SEEK with your resume and a short cover letter telling us about a time you kept a busy person, or a busy project, organised.

Applications without a cover letter won’t be considered.

Only successful applicants will be contacted.

📌 Operations Coordinator & Executive Assistant to the Director (Subiaco)
🏢 Independent Building Advice
📍 Subiaco