Administration / Works Coordinator

Q-Main is seeking an organised and reliable Administration / Works Coordinator to support the day-to-day flow of work between our clients, office team, suppliers, subcontractors and field crews.

This is a practical coordination role suited to someone who enjoys keeping work moving, following up details, maintaining accurate records and helping a busy operations team stay organised. The role sits across administration, job scheduling, field support, purchasing, compliance records and general office coordination.

You do not need to know everything on day one, but you will need to be proactive, detail-focused and comfortable working in a fast-moving environment where priorities can change.

About the role

The Administration / Works Coordinator will help ensure jobs are properly received, planned, scheduled, issued to crews, followed up and closed out. A key part of the role is making sure the right information, paperwork, materials, approvals and records are in place so field staff can complete work safely and efficiently.

You will work closely with the Operations Manager, office staff and field crews, using systems such as SimPRO, SafetyCulture, email and company file records.

Key responsibilities

In this role, you will assist with:

• Scheduling and dispatching field crews across multiple job sites.
• Processing incoming quotes, job orders and work requests through SimPRO.
• Liaising with clients, tenants, subcontractors and suppliers by phone and email.
• Preparing job information for crews, including drawings, permits, site paperwork, SWMS and other required documents.
• Supporting material ordering, supplier quote requests, purchase order follow-up and general purchasing.
• Coordinating vehicle, plant and equipment servicing, repairs and service records.
• Maintaining internal registers, compliance records, training records and employee certificates.
• Supporting daily operational checks, including pre-starts, job readiness and completion information.
• Assisting with uniforms, PPE, office purchasing, first aid kit checks and other workplace support tasks.
• Assisting with routine quote follow-ups, job close-outs, customer emails and completion records.
• Providing general administrative support to the Operations Manager and wider office team.
• Maintaining accurate digital files, scanning records and helping keep company documentation organised.

The role will include a mix of routine administration, operational coordination and ad hoc support as required.

What we are looking for

We are looking for someone who is organised, reliable and willing to take ownership of the next step. The right person will be comfortable following up missing information, asking questions, keeping records accurate and helping the team stay on top of competing priorities.

To be successful, you will ideally have:

• Previous administration experience, preferably in scheduling, operations coordination, trades, construction, maintenance, utilities or a similar environment.
• Strong written and verbal communication skills.
• Good organisational and time management skills.
• The ability to multitask and prioritise in a busy office environment.
• Confidence using software systems, email and digital records.
• Experience with SimPRO, SafetyCulture or similar systems would be highly regarded.
• A high level of attention to detail and follow-through.
• A proactive, practical and helpful attitude.
• The confidence to liaise with clients, suppliers, subcontractors and field staff.
• Unrestricted Australian working rights.

About you

You may be someone who has worked in administration, scheduling, service coordination, construction admin, facilities, maintenance, trades support or operations support.

More important than your exact background is your ability to stay organised, communicate clearly, follow things through and keep accurate records. This role will suit someone who likes variety, enjoys being useful to a team and can stay calm when several things need attention at once.

Why join Q-Main?

This is an opportunity to join a practical, hands-on business where the work you do directly supports field crews, clients and day-to-day operations. You will have variety in your role, exposure to different parts of the business and the chance to develop stronger coordination, systems and operations skills over time.

How to apply

Please submit your resume and a brief cover letter outlining your relevant administration, scheduling or coordination experience.

Applications will be reviewed as received.