Operations Support
VISION
To build Far North Queensland’s leading commercial landscaping business, recognised for operational excellence, reliability, and scalable project delivery.
CUSTOMER PROMISE
We provide a professional, hassle-free experience through clear communication, reliable delivery, and quality workmanship from start to completion.
ROLE OBJECTIVE
Provide operational administration, workflow coordination, reconciliation, compliance, and systems support to ensure the business operates in a structured, accurate, and controlled manner. This role supports operational visibility and efficiency by maintaining accurate records, current workflows, timely reporting, and zero administrative backlog. The role works closely with the Operations Manager and broader team to support efficient workflow coordination, operational visibility, system accuracy, compliance, and administrative control across the business.
C – COMMUNICATION
- Clear, professional, and timely communication at all times
- Escalate delays, missing information, and risks early
- Maintain accurate records, file notes, and reporting
- Ensure all communications are documented and actioned
O – OWNERSHIP
- Take responsibility for assigned tasks through to completion
- Maintain accurate systems, records, and workflows
- Ensure no outstanding administrative backlog
- Follow through on supplier, staff, and customer follow-ups
R – RELIABILITY
- Consistent completion of daily and weekly reporting
- Accurate reconciliation of timesheets, payroll, and operational records
- Maintain dependable workflow tracking and system accuracy
- Ensure compliance records remain current and complete
E – EXCELLENCE
- Maintain high attention to detail across all work
- Support continuous improvement of systems and processes
- Ensure workflows and procedures are followed consistently
- Operate in alignment with company standards and expectations
CORE is enforced through reporting, KPI performance, and management review.
Failure to meet CORE standards is a failure of the role.
ROLE WITHIN SYSTEM
- Supports operational workflow coordination and administration
- Maintains structured systems, records, reporting, and task tracking
- Supports operational visibility through accurate and timely information
- Assists with reconciliation, compliance administration, and workflow follow-up
- Supports communication and coordination between office, field staff, suppliers, and management
- Contributes to operational efficiency through organisation, consistency, and proactive follow-up
CORE ACCOUNTABILITIES
- Operational Systems & Workflow Support
- Maintain accuracy and integrity of all operational data within the job management system
- Support continuous improvement and documentation of business processes
- Ensure workflows, systems, forms, and procedures are followed and kept current
- Maintain organised operational records and task tracking
- Payroll, Timesheet & Administration Support
- Reconcile timesheets and payroll information weekly
- Reconcile purchase orders and supplier invoices against operational records
- Ensure operational records and job allocations are accurate and current
- Identify discrepancies and escalate issues promptly
- Reporting & Coordination Support
- Prepare daily operational agenda reports
- Maintain visibility of outstanding actions, supplier follow-ups, and workflow status
- Assist with preparation of weekly operational administration reporting
- Coordinate information flow between office, suppliers, and field teams
- WHS & Compliance Administration
- Maintain all WHS documentation within SiteDocs
- Ensure compliance records remain current and complete
- Track licences, inductions, SWMS, and compliance requirements
- Escalate compliance gaps immediately
- Communication & Administrative Coordination
- Manage communications, scheduling, and administrative coordination
- Respond to enquiries professionally and promptly
- Follow up outstanding information internally and externally
- Maintain accurate file notes and communication records
DAILY REPORTING REQUIREMENT
Daily Operations Agenda Report
To be submitted at the end of each day for review with the Operations Manager the following morning.
Must Include:
- Outstanding administrative tasks
- Staff timesheet status and missing information
- Supplier follow-ups outstanding
- Customer follow-ups or enquiries requiring action
- Compliance or WHS items requiring attention
- Workflow delays, bottlenecks, or risks identified
- Actions required, responsible person, and due date
- Priorities for the following day
WEEKLY SUPPORT REQUIREMENT
Assist in preparation of weekly operational administration reporting including:
- Outstanding action items
- Administrative backlog status
- Timesheet and payroll reconciliation status
- Supplier invoice and purchase order reconciliation status
- Compliance and WHS administration status
- Workflow delays or operational bottlenecks
- Outstanding staff, supplier, or customer follow-ups
- Process or system improvement items identified
PERSONAL REQUIREMENTS
- Experience in administration, operations support, or similar role
- Experience in construction, landscaping, or operational administration environments is preferred
- Candidates with strong organisational ability, systems thinking, and administration experience will also be considered
- Ability to learn and operate job management and accounting systems
- Strong organisational and communication skills
- High attention to detail and accuracy
- Strong systems and process mindset
- Ability to work independently within defined authority
DEMONSTRATED SKILLS
- Strong organisational capability
- Clear and professional communication
- High attention to detail
- Strong follow-up and coordination skills
- Ability to manage multiple priorities simultaneously
- Structured problem-solving capability
- Ability to maintain accurate records and reporting
Due to the volume of applications, we regret only shortlisted candidates will be notified. Candidates will only be contacted by authorised Flat Planet recruiters via the firm’s business contact number or business email address.
