Job Summary
People Operations Coordinator / Office Manager
BuildPass
Full‐time
Hybrid | Richmond, Australia
$75K‐$85K + super + ESOP
About The Job
BuildPass is building the world's smartest operating system for construction. AI isn't just part of our product, it's core to how we operate. We're digitising one of the world's largest and least tech‐enabled industries, helping construction companies manage safety, compliance, and quality so they can focus on building.
We're looking for a People & Operations Coordinator / Office Manager to be the operational backbone of our Melbourne headquarters. The role manages the smooth day‐to‐day running of our office, creates an organised, welcoming, and functional workplace, supports the people experience across the business, and helps keep our operations running as we scale.
Reporting to our Head of Operations, this is a hands‐on, execution‐focused role with a genuine growth path. You'll start by running the office and building foundations across people and operations. Once you've ramped and feel confident, you can expand into the areas that excite you most – whether that's people & culture, HR, business operations, or something else entirely. We're looking for someone who wants to build a career.
This is an ideal role for someone who enjoys ownership, organisation, and being the go‐to person for keeping things running smoothly. You'll work across almost every team in the business and have the opportunity to provide genuine input into the way we do things.
What You'll Do
Run our Melbourne office
* Own the end‐to‐end day‐to‐day management of our Melbourne office, ensuring the space, systems, and environment support a smooth and productive operation
* Maintain the kitchen, dishwasher, coffee machine, and communal areas stocked and tidy; manage supplier orders, equipment, subscriptions and restock cadences
* Coordinate repairs, maintenance, cleaning, mail deliveries, and any office improvements as needed
* Manage office technology inventory (laptops, headsets, printers, AV equipment, and shared workstations) and access management (key fobs)
* Be the first point of contact for any office‐related enquiries or projects
Help Contribute To Great People Experience
* Own the administration of new starter onboarding and offboarding: laptops, email accounts, platform access, desk setup, swag, and first‐week coordination; be the first point of contact for office‐related questions
* Plan and execute team social events, celebrations, and culture moments – team lunches, Build‐a‐Brunches, end‐of‐year celebrations, etc.
* Coordinate logistics for external interstate events, expos, and conferences – travel, accommodation, badges, packing, setup (e.g. Sydney Build Expo)
* Manage company merch: ordering, stock levels, distribution for new starters and events
* Manage the logistics and cadence for all‐hands meetings, company‐wide gatherings, and internal events
* Support our fractional HR partner with people administration as needed
* Over time, if you're interested, there is scope to grow into broader people operations work – performance review coordination, pulse‐check surveys, supporting functional leads with their people responsibilities, and whatever else the business needs as we grow
Support operations as we scale
* Support the development, documentation, and implementation of business processes that do (and do not yet) exist to improve efficiency and consistency across the organisation
* Help manage and audit company subscriptions, vendor contracts, and software tools
* Support compliance initiatives including ISO/SOC documentation and policy management (e.g. Drata)
* Handle general administrative tasks including basic record‐keeping, invoices, and expense coordination
* Manage ad‐hoc projects as they arise, providing structured support on time‐sensitive or high‐priority initiatives to senior leadership team
* Help build repeatable processes and internal docs so the business can grow without things falling through the cracks
* Over time, if you're interested, there is scope to grow into a broader operational remit – our Head of Operations covers finance, cross‐functional projects, and strategy; the right person can get increasingly exposed and involved across these areas
Provide light executive support
* Assist with occasional travel bookings and logistics for our founders (CEO and CTO)
* Help with scheduling overflow and calendar coordination during busy periods
* Support with materials, presentations, and documents for leadership meetings as needed
* Use discretion, confidentiality, and good judgment when handling sensitive matters
Who You Are
You can work independently and don't need to be told what to do
* You're naturally organised and take pride in keeping things smooth, stocked, and sorted
* You're proactive; you spot what needs doing before being asked and just get it done
* You're comfortable juggling multiple tasks and priorities. When things need to be reprioritised (as often happens in start‐ups) you can advocate for this clearly and competently
* You're reliable, capable, and can work independently; you don't need to be managed closely
* You balance speed with quality and know when to move fast vs. get it right
You're a people person who enjoys contributing to a great environment
* You genuinely enjoy creating a positive atmosphere for the people around you
* You're friendly, approachable, and a great communicator; people trust you and feel comfortable coming to you
* You can work with stakeholders across and outside the business to get things done
* You're comfortable navigating across teams and adapting to different communication styles
You're a growth‐minded executor
* You're hands‐on and execution‐focused; you'd rather do the work than just talk about it
* You enjoy wearing multiple hats and thrive on variety
* You're happy to try something, learn from it, and iterate. Perfect isn't the goal on day one
* You're eager to learn and grow; you see this as a launchpad into operations, people & culture, HR, or wherever your strengths take you
* You're excited to work closely with our Head of Operations and excited by the idea of shaping what this role becomes as the company scales
You're curious about how AI can take the repetitive work off your plate
* You're the kind of person who'd rather automate a recurring task than do it manually every week
* You don't need to be technical; but you should be curious about no‐code or low‐code tools and workflows that save time (Claude, ChatGPT, Lovable)
You are values‐aligned with BuildPass' culture
* You value hybrid working; having independent deep work time, but also valuing in‐person collaboration and working closely with our team
* You leave your ego at the door. You want to work with good people doing meaningful work and you're always willing to learn more
What You'll Bring
More than any specific background, we're looking for the right person. You might come from office management, operations, people & culture, executive support, or something else entirely; what matters is how you work.
* 2–3 years of experience in an office management, people & culture, administrative, operations, or similar role
* Highly autonomous, curious, with a bias towards action
* Strong organisational and time‐management skills
* Comfortable using digital tools; we use Google Workspace, Slack, Notion
* Based in Melbourne with full Australian working rights
Nice to haves
* Experience in a fast‐paced startup or tech environment
* Previous exposure to compliance, people operations, or employee experience work
* Experience coordinating onboarding or team events
* Familiarity with tools like Rippling, Deel, or similar
Why Join BuildPass
A role that grows with you
This isn't a static role. You'll start with a strong foundation in office and people operations, and as you develop you'll have the opportunity to carve out a specialisation in the areas that excite you most – whether that's people & culture, HR, business operations, or something we haven't built yet. We're growing fast, and this role will grow with us.
Your work will be visible and valued
This role touches nearly every part of the business. You'll build relationships across every team and have a direct impact on how it feels to work at BuildPass.
Work with an ambitious, tight‐knit team
We're ~50 people across AU/US/Philippines. We just promoted a wave of emerging leaders. We love what we do and could (and do) talk about construction, AI, and tech all day.
Competitive package
$75,000 – $85,000 + superannuation, with meaningful equity available through our Employee Share Option Plan (ESOP). We offer four additional days of paid leave per year to rest and recharge, quarterly celebrations, team lunches, and a central Melbourne office with a proper espresso machine.
Our Values
* Listen Loudly — We listen and act on feedback, and have built a culture of trust where giving direct feedback is encouraged
* Build with Ambition — We set audacious goals and ship product that compounds our advantage
* Own Your Impact — We take ownership of outcomes, not just tasks, and measure success by the difference we make
* Co‐Create the Future — We work alongside our customers to not only solve their problems, but to push the whole industry forwards
Ready to apply?
If you're excited about joining a fast‐growing startup that's redefining how the world builds, we want to hear from you. Apply with your CV and a brief note on why BuildPass and why this role.
If you have any questions? Email careers@buildpass.com.au
Data shows that 26% of women are unlikely to apply for a job if they don't have all the skills listed, compared to 12% of men. If you think you'd be a great candidate for this role but don't tick every box, we'd still love to hear from you.
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