Administration & Office Coordinator Full-Time, 6–9-month contract then Part-Time
JD Electrical & Construction – Newcastle NSW
JD Electrical & Construction is a growth-focused electrical services business working with trades, service teams, and commercial clients. We're sharpening our systems, boosting our quoting and scheduling accuracy, and elevating our client experience. As we scale our team, we're looking for an organized, proactive Admin & Office Coordinator to join us full‑time for the next 6‑9 months and help embed foundational processes. After that initial period, the role will transition to a part‑time position as the team and systems mature.
Location & Work Structure
Based at our office (location provided) with flexibility to work from home when required.
Full‑time for the first 6‑9 months.
After this period: shift to part‑time (e.g., 3‑4 days/week) as the team expands and many systems become self‑sustaining.
Strong communication and self‑management skills required for both in‑office and remote work.
Key Responsibilities
* Manage the office environment: reception point, supplier coordination, mail/incoming/outgoing logistics.
* Support quoting process: prepare quote documentation, follow‑up with site‑reports, input data into system, send to clients, track responses.
* Invoicing & billing support: coordinate with field staff to collect time/materials info, generate invoices, send to clients, follow up on outstanding payments.
* Customer service support: answer calls/emails, field basic client queries, escalate to leadership when needed, maintain CRM or job‑management tool.
* Scheduling & coordination: maintain calendar for field team, assist with bookings, liaise between clients, electricians and subcontractors.
* System & process building: document standard operating procedures for admin tasks, build checklists, recommend improvements, embed consistency (aligned with the rhythm and clarity focus).
* Reporting: provide weekly status summaries to leadership (e.g., quoting pipeline, outstanding invoices, admin issues, suggestions).
* Transition planning: during the contract period design/administer hand‑over processes to ensure smooth change to part‑time role and expanded team operations.
Skills & Attributes
Highly organized, proactive and reliable with strong follow‑through.
Excellent verbal and written communication skills – able to interface with clients, field team, leadership.
Comfortable using (or willing to learn) job‑management tools, CRM systems, spreadsheets, and administrative software.
Ability to work independently (especially from home) and manage time effectively.
Strong attention to detail and accuracy (quoting/invoicing must be correct).
Positive attitude, growth mindset, open to systemising and improving processes.
Understands the trade/service industry is fast‑paced and sometimes unpredictable; flexible and responsive.
Ability to prioritise and manage multiple tasks under pressure, while maintaining clarity and rhythm (key JD focus).
Qualifications & Experience
Previous experience in an administrative or office coordinator role (ideally in a trades business, service firm or similar).
Comfortable working across in‑office and remote settings.
Proficiency in MS Office (Excel, Word), e‑mail, plain CRM or job‑management system.
Bonus: familiarity with trades workflows, quoting/invoicing in service trades, or interpreting field‑team data.
Contract & Transition
Contract term: 6 to 9 months full‑time (approx. 38–40 hours/week).
After successful completion and business growth, role converts to part‑time (e.g., 24–28 hours/week) with flexibility.
Remuneration: competitive market rate (to be negotiated) based on skills and experience.
Reports to: Leadership of JD Electrical & Construction.
Why Join Us?
Be part of a business in growth mode, where your admin systems work will make a real difference.
Opportunity to help shape the future structure and rhythm of the company (not just "day‑to‑day" admin).
Engaged leadership that values clarity, boundaries, process, and building something scalable.
Flexible work arrangement (office + work‑from‑home mix).
After initial intensive period, a shift to part‑time gives you greater freedom while still contributing to a high‑growth business.
Application Instructions
If you're excited about this role, please send Your CV/resume to ****@jdelectricalgroup.com
A brief cover letter (200‑300 words) describing why you believe you're a strong fit for this role, especially in a trades‑oriented service business, and your experience in building or improving admin systems.
Two referees from recent work (preferably one from a service business).
Kindly indicate your earliest availability and your expected hourly/annual rate.
Applications close on 19 December 2025 — or earlier if filled.
We look forward to finding an outstanding admin team member to help make JD Electricals' next phase smooth and strong.
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