Good Spaces delivers large scale green space and asset maintenance services to clients such as Stockland, Fire Rescue Victoria, St Vincent's Hospital, Development Victoria and Housing First. It is in a growth period, with both extra work from existing clients, and the potential for new clients in new locations.
With the increase in the tasks we are undertaking, and the staff to complete them, we are looking for more support to help roster and supervise staff, and liaise with our clients and suppliers. This role is the bridge between our on-site crews, our clients and our Finance Team. You will be responsible for ensuring our Good Spaces team is in the right place at the right time, materials are ordered correctly and all project administration is up to date.
About you
The ideal candidate is someone who thrives in a small business environment, is comfortable talking to tradespeople and accountants alike, and can handle the shifting schedules that come with working outdoors (weather delays, etc.)
We would like someone who can attend most, if not all days, however we are happy to negotiate with the right person. Crews normally commence at our Sunshine North warehouse at 6:30am, and finish at 2:30pm.
The Operations Administrator will partner with the Good Spaces' management team to ensure that we can best meet our various clients' expectations. The Operations Administrator, with the aid of the GM-Good Spaces and the Operations Manager, will ensure job scheduling, and required staff rostering are in sync. Regular reports to clients will be created and forwarded, invoices confirmed and timesheets authorised.
Key stakeholders
* GM Good Spaces
* Good Spaces Operations Manager
* Good Spaces Service Delivery Manager
* Good Cycles Finance Team
* Open Spaces Staff
Regular responsibilities and tasks
* Ensure all record keeping is completed daily as per Contract requirements, set KPI's and Government Departmental regulations and develop and submit required monthly reports and records of works to the client.
* Report on completed works as per the schedule and annual service program, liaise with the Open Space manager to monitor and review works program.
* Report on team member adherence to and implementation of works as per traffic management plans and regulations
* Preparing documents, and ensuring copies are filed logically and available to the correct people
* Assistance with creation of slide decks for internal and external use
* Scheduling appointments, venues and resourcing
* Order and/or purchase of equipment and consumables
* Aid in organisation of transport when required
* General clerical duties
* Management of customer and supplier account documentation
* Aid with online documentation control systems
Education and Experience
Essential
* 2+ years administration experience in a small to medium company, preferably in the construction, landscaping or trades industry
* Ability to work in a fast-paced environment and manage multiple tasks simultaneously
* Proficiency with administrative processes and tools
* Tech stack; Google suite, MS Office and/or comparable software packages
* Strong verbal and written communication skills
* Attention to detail, problem-solving skills and a creative mind with an ability to suggest improvements
* Experience in, or strong alignment with, social enterprise or purpose-led organisations
Desirable
* Experience using Work Management software (e.g Service M8)
* Office administration qualification
* Basic understanding of Xero Accounting software
Personal Attributes
* Be able to handle pressure of last minute schedule changes due to weather and supplier issues
* Eye for numbers when checking invoices and Purchase orders
* Comfortable working autonomously without constant supervision
Who we are
Good Spaces is the landscape and gardening arm of Good Cycles, a not-for-profit social enterprise on a mission to create safe and meaningful jobs through innovation and demonstrate how social enterprise can play a pivotal role in a sustainable future.
For over 10 years Good Cycles have been leaders in social enterprise, using the bike and innovation to positively impact the lives of young people, by reducing barriers to employment and improving the communities we work in. Good Cycles is an independent not-for-profit that empowers young people by creating a safe and inclusive workplace, offering employment across our four operational divisions:
* Good Spaces: Large scale green space and asset maintenance services.
* Good Deliveries: Specialist inner-city delivered, logistics and sustainability services delivered via e-bike.
* Good Bikes: Bike retail and tailored micro-mobility services.
* Good People: Specialist managed workforce partnerships (labour-hire) with values-aligned partners.
We are a growing organisation currently with over 140 staff. Our profits go towards supporting young people who face barriers to employment through our Youth Employment Program and by creating jobs that deliver social and sustainable outcomes.
Job Types: Full-time, Part-time, Permanent
Pay: $70,000.00 per year
Expected hours: 22.8 – 38 per week
Benefits:
* Salary packaging
Experience:
* System administration: 2 years (Required)
* program management: 2 years (Preferred)
Work Authorisation:
* Australia (Required)
Work Location: Hybrid remote in Sunshine North VIC 3020