Operations Coordinator & Executive Assistant to the Director
Job title
Operations Coordinator & Executive Assistant to the Director
Location / type / pay
Subiaco, Perth WA | Full time | $85,000 to $95,000 + super
Key selling points (SEEK’s three bullet points)
Run the engine room of a growing, client-first building advisory firm
Full time, Monday to Friday, in our Subiaco office with free parking
A varied role with real ownership and a supportive team
About IBA
Independent Building Advice helps Perth homeowners design, build and extend their homes. We work for the client, not the builder, guiding them from first idea through design, builder selection and construction to handover.
We’re a team of 12 based at Home Base in Subiaco. Our Director, Behan Flaherty, has 25 years in the building industry and hosts the Home Building Podcast.
About the role
We need someone to keep the business running smoothly. You’ll manage the Director’s diary and inbox, look after our relationships with Perth’s leading builders, coordinate the team, and make sure the numbers on our invoices are right.
This is a full-time role, five days a week, Monday to Friday, 8:30am to 5pm, in our Subiaco office. It will We are looking for someone to join the team for the long term, sink their teeth in and own the role. This role isn’t suited to part-time hours or flexible days.
What you’ll do
Director support (about 35%)
Manage the Director’s inbox and diary: sort what matters, draft replies in his voice, and keep low-priority items off his desk
Book meetings with builders and supply partners, grouping visits to cut travel time
Schedule client seminars and team training
Take meeting notes, follow up actions and prepare briefs
Builder liaison and costings (about 30%)
Be the day-to-day contact for our panel of builders, building strong working relationships
Send costing requests to builders, track responses and chase anything outstanding
Receive costings and pass them to the right team member on time
Keep builder contacts, details and records up to date
No construction knowledge is needed. We’ll teach you how the process works.
Team operations and events (about 25%)
Coordinate team meetings, training, 1:1 prep and leave
Allocate new leads to our Client Advocates on the day they come in, and keep the CRM up to date
Onboard new staff and contractors, and keep templates and policies current
Plan and run team and client events, seminars, expos and the occasional team social
Invoicing oversight (about 10%)
Check that invoice amounts are correct before they go out, and follow up anything that doesn’t match
Track which invoices are due and flag anything overdue to the Director
This isn’t an accounting role. You’re checking amounts, not doing the books.
About you
3+ years as an EA, operations coordinator, office coordinator or similar, ideally in a small business
An optimistic, upbeat person who enjoys working with others
Excellent written English, and the ability to write in someone else’s voice
Confident building relationships with suppliers and trades
Organised and reliable: you finish what you start, and you notice when numbers don’t add up
Confident with Microsoft 365 and a CRM
Willing to learn about AI
Available Monday to Friday, in the office
Nice to have
Experience in residential building, property or a supplier-facing role
Experience organising events
If you’re a great coordinator from any industry, don’t let the building side put you off. We’ll teach you what you need to know.
What success looks like after 6 months
The Director is no longer the bottleneck
Builders know you, trust you and respond to you quickly
Costing requests go out and come back on time, without chasing from the Director
Invoices go out correct the first time
The team feels supported, and meetings, training and events run smoothly
What you get
$85,000 to $95,000 + super, depending on experience
A small, supportive team where your work is visible and valued
Laptop and phone
Real ownership and variety every day
Free parking at Home Base, Subiaco
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Contact Details:
Independent Building Advice Recruitment Team
