Operations Assistant

PROFESSIONAL HOLIDAY HOMES
EPPING, SYDNEY NSW
ADMINISTRATIVE ASSISTANTS (ADMINISTRATION & OFFICE SUPPORT)
PART TIME
$30 – $35 PER HOUR
OPERATIONS ASSISTANT | HOLIDAY RENTALS
EPPING, NSW | PART-TIME | MONDAY-THURSDAY | 20 - 25 HOURS PER WEEK

We are a growing holiday rental management company managing
approximately 250 short-term rental properties across the South Coast
and Jervis Bay area.
We’re seeking an exceptionally organised and proactive OPERATIONS
ASSISTANT to work directly with our Head of Operations and provide
administrative and operational support across the business.
This is a varied role suited to someone who loves creating order,
keeping people and projects on track, following things through and
making sure the details don't get missed.
The position is based in our EPPING OFFICE, MONDAY TO THURSDAY.

ABOUT THE ROLE

Reporting directly to the HEAD OF OPERATIONS, your primary
responsibility will be providing administrative, organisational and
operational support across the departments overseen by the Head of
Operations, including Customer Service, Administration, Housekeeping
and Maintenance.

You’ll help keep priorities, projects, reporting, recruitment,
documentation and follow-ups organised and progressing.
You will also provide dedicated back-office support to our
Housekeeping Coordinator and Maintenance Coordinator.

This is NOT A PROPERTY-BASED OR LIVE OPERATIONS ROLE. Our Housekeeping
Coordinator manages day-to-day housekeeping operations, while our
Maintenance Coordinator manages day-to-day maintenance and physical
linen logistics.
Your role is to provide the structure, administration, systems and
follow-through that keeps these functions organised behind the scenes.
KEY RESPONSIBILITIES

SUPPORTING THE HEAD OF OPERATIONS

* Work directly with the Head of Operations to progress operational
priorities and projects.

* Maintain action lists, trackers and follow-ups and ensure agreed
actions continue progressing.

* Assist with preparation of operational reports, spreadsheets and
KPI information.

* Prepare information and documentation for meetings and follow up
agreed actions.

* Draft routine emails, internal communications, procedures and other
documentation.

* Assist with operational projects and business improvement
initiatives.

* Gather information and undertake research to support operational
decisions.

* Follow up staff, contractors and suppliers for information or
actions where required.

* Provide recruitment and HR administration support.

* Assist with general administration across Customer Service,
Administration, Housekeeping and Maintenance.

* Handle confidential business and employee information
appropriately.
HOUSEKEEPING RECRUITMENT & ADMINISTRATION

* Manage housekeeping recruitment administration and candidate
pipelines.

* Coordinate job advertisements, applications and interview
scheduling.

* Prepare and follow up onboarding documentation.

* Coordinate police checks, agreements, forms and compliance
requirements.

* Maintain housekeeper compliance records and registers.

* Coordinate induction scheduling with the Housekeeping Coordinator.

* Maintain housekeeping capacity, allocation and recruitment
information.

* Compile housekeeping performance and quality information.

* Assist with housekeeping communications, meetings and training
administration.

* Maintain accurate records of housekeeping performance and
improvement actions.
MAINTENANCE & LINEN ADMINISTRATION

Our Maintenance Coordinator retains responsibility for day-to-day
maintenance operations and physical linen logistics. Your role will
provide administrative support, including:

* Maintaining contractor and trades records.

* Assisting with trades and contractor recruitment administration.

* Coordinating contractor applications and documentation.

* Assisting with maintenance reporting and KPI information.

* Maintaining supplier and contractor databases.

* Assisting with linen and laundry documentation and supplier
administration.

* Assisting with ordering, invoice and record administration where
required.

* Following up routine information or documentation on behalf of the
Maintenance Coordinator or Head of Operations.
SYSTEMS, PROCESSES & REPORTING

* Maintain spreadsheets, trackers, registers and operational
databases.

* Assist with KPI and operational reporting.

* Maintain procedures, workflows, forms and templates.

* Assist with Process Street and other operational systems.

* Track actions arising from operational improvement plans.

* Follow up outstanding information and ensure records remain
accurate.

* Assist with testing and implementation of process and system
improvements.

* Identify opportunities to improve administrative efficiency and
organisation.

ABOUT YOU

You are the type of person who sees something outstanding and follows
it through rather than waiting to be reminded.
You enjoy bringing structure to busy environments and are comfortable
supporting a senior manager with multiple competing priorities.
You are highly organised, detail-focused and reliable, with strong
judgement and discretion. You can be given a desired outcome, work out
what information or actions are required and progress it with limited
supervision.
Most importantly, you are someone who FINISHES THINGS. You follow up,
keep accurate records and make sure actions don't disappear amongst
competing priorities.

SKILLS & EXPERIENCE

ESSENTIAL

* Strong administration, organisation and time-management skills.

* Excellent attention to detail.

* Strong written and verbal communication skills.

* Confidence using technology, spreadsheets and business systems.

* Ability to manage multiple priorities and follow tasks through to
completion.

* Ability to work independently and use initiative.

* Strong follow-up skills and a high level of personal
accountability.

* Ability to work with confidential or sensitive information.

* Practical problem-solving skills and sound judgement.

HIGHLY REGARDED
* Previous experience as an Operations Assistant, Administration
Assistant, Executive Assistant or Personal Assistant.

* Experience directly supporting a senior manager.

* Experience within property management, accommodation, hospitality
or a service-based business.

* Recruitment and onboarding administration experience.

* Experience maintaining compliance records and registers.

* Contractor or supplier administration experience.

* Experience preparing reports or monitoring KPIs.

* Experience maintaining procedures, workflows or process
documentation.

WHAT'S ON OFFER?

* Permanent part-time position – 20 - 25 HOURS PER WEEK.

* Epping-based office role.

* $30-$35 per hour depending on experience.

* A varied role with direct exposure to operational decision-making
and business improvement.

* Opportunity to work closely with the Head of Operations and have a
meaningful impact on the organisation and efficiency of a growing
business.