Administration and Operations Coordinator

Blacktop Maintenance Pty Ltd

Parafield Gardens, Adelaide SA

Office Management (Administration and Office Support)

Full time

60,000 to 90,000 per year

Invoicing

Xero Accounting Software

Accounts Payable

About the Role

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 mobilization: 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 and Process Improvement

Blacktop actively uses AI, automation and modern software to reduce repetitive administration and improve the way we operate. You should be comfortable:

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) to essential

Confident everyday use of ChatGPT, Claude or similar AI platforms to 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 to we pay well for people who deliver

Flexible part-time or full-time hours to tell us what works for you

Work from our Parafield Gardens office (on-site parking), remotely, or a hybrid mix to we are flexible for the right person

Genuine autonomy and responsibility to 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.

NOTE: Never make payment to any employer, person, company, contractor or agency to get hired for a Job.

Contact Desh directly to talk about the role or email your CV to: Deshailen@blacktopmaintenance.com.au