Operations Coordinator & EA - AI & Technology Focused (029-1241)

Business Operations

• →Coordinate day-to-day business activities
• →Track team members' outstanding action items and deadlines (prioritising the recurring issues the CEO ends up chasing staff on)
• →Follow up team members, suppliers and contractors
• →Coordinate meetings and handovers
• →Proactively identify things that need fixing — inefficiencies, gaps, recurring issues — and either fix them directly or propose a fix. Never wait to be told
• →Coordinate external suppliers/contractors for specialised work (e.g. graphic designer, web designer)
• →Assist with HR onboarding — prepare paperwork and process, not final hiring decisions
• →Pre-fill company paperwork (e.g. applications)
• →Prepare and assemble tender presentation materials (formatting/ assembly, not pricing or technical content)
• →Ad-hoc document support for the team (formatting, editing, proofing)
• →Price comparison (suppliers, materials, services, social)
• →General research tasks

CEO Support

• →Manage the owner's calendar and book meetings and appointments
• →Send reminders ahead of key dates (tender deadlines, follow-ups)
• →Triage inbox and manage/prioritise routine business emails, flagging urgent items
• →Draft and send routine replies and follow-ups on the owner's behalf
• →Filter unnecessary interruptions
• →Prepare information the CEO needs to make decisions (reports, updates and summary)
• →Manage travel bookings when needed
• →Personal scheduling, bookings, and occasional errands for the owner

Templates, Systems & Processes

• →Update and maintain company systems, registers, records, trade/ user accounts and databases
• →Update and maintain business documents (policies, insurances, registrations, etc.)
• →Create or revamp templates, SOPs and checklists 
• →Maintain and improve the company operating system
• →Make sure agreed processes are followed

AI & Automation

• →Use AI every day to work faster and smarter
• →Identify repetitive work that can be automated. 
• →Build simple AI and automation workflows
• →Find ways to simplify and improve how we work
• →Introduce new technology where it saves time or improves accuracy
• →Help the team adopt better systems

Social Media & Client Relationships — You Own This

Project Profiles

• →Receive the "job finished" signal from the project team, prompt the owner's post-handover check-in, and take it from there
• →Chase specific, usable testimonials from happy clients
• →Turn finished jobs into one-page case studies from a template
• →Maintain and update Paracon's capability statement

Content — Write & Create

• →Write and create posts for LinkedIn, Instagram, and Facebook, in Paracon's voice, plain language, no corporate jargon
• →Adapt content sensibly per platform — not the same post copy-pasted three times
• →Turn real job photos and details into finished post assets
• →Write case study copy from real job details

Content — Strategise

• →Decide the content mix and posting rhythm across all three platforms
• →Plan content around real job completions
• →Adjust strategy based on what's actually performing — this is your call, not a template to follow

Content — Analyse

• →Track engagement per post, per platform
• →Report monthly, in plain English, on what's working and what to change

Other Marketing

• →Website updates/ maintenance
• →Email newsletter to past clients
• →Google/directory listing management (reviews, local presence)
• →Support industry event or awards submissions

What You Won't Do

• →You won't replace the people responsible for specific functions:
• →Estimating → Estimator
• →Projects → PM
• →Sites → Foreman
• →Bookkeeping → Bookkeeper
• →Sales → Sales/CEO

Your job is to coordinate, follow up, organise and improve the system around them.

• AI-focused — Uses AI tools daily as part of how they actually work, and can describe a real workflow ("I draft with it, then edit") rather than just claiming familiarity with ChatGPT or Claude.
• Problem-solver — Given a task that isn't fully spelled out, works out a sensible way forward instead of stalling or escalating every small decision back to the owner.
• Initiator — Handles recurring work — chasing a testimonial, updating the database, following up someone's outstanding action item — without needing to be reminded each time. Doesn't wait to be told what to do.
• Creator & owner of the channel — Turns raw material (a job photo, a rough project detail) into finished, usable content across LinkedIn, Instagram, and Facebook, adjusting tone and format per platform, and takes real accountability for what's posted and how it performs.
• Highly organised, with strong follow-through — this role covers a lot of moving pieces, and nothing should be chased once and forgotten
• A fast learner and strong communicator, comfortable working independently
• Confident researching and drafting documents for someone else to review and approve
• Judgement to tell a strong case study from generic filler
• Trustworthy with real client, project, and financial information

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)