Business Operations Specialist

 About Penbrothers 

Penbrothers is an HR & remote talent management partner and one of the fastest-growing companies in the Philippines. We provide talented Filipinos with global opportunities in high-growth startups and dynamic companies, from the comfort of their own homes.

 

About the Client 

Our client is an Australia-based contractor management business supporting construction cleaning and ongoing commercial service operations. The business works closely with builders, contractors, and field teams to coordinate post-construction and recurring cleaning projects across multiple job sites.

The company is currently in a growth stage and is focused on strengthening its operational coordination, workforce continuity, communication processes, and day-to-day execution capabilities through the addition of a high-performing Business Operations Specialist.

 

About the Role

Our client is looking for a highly organized and proactive Business Operations Specialist to support day-to-day operations, workforce coordination, client communication, and project execution across a growing field services environment.

This role is responsible for coordinating active jobs, supporting workforce continuity, managing operational communication, and helping ensure smooth day-to-day execution across multiple stakeholders, supervisors, and contractors.

The ideal candidate is operationally strong, highly organized, confident in communicating with Australian clients and builders, and capable of managing multiple priorities in a fast-paced environment.

What you’ll do

• Operations & Project Coordination

• Track active jobs from quote through completion, including construction cleaning, regular contracts, and ad hoc service requests

• Coordinate schedules, scope updates, and handover timelines with builders, contractors, clients, and supervisors

• Ensure quotes are followed up, purchase orders are received, and jobs are accurately entered into scheduling systems

• Monitor outstanding operational items, including contractor agreements and required documentation

• Coordinate supervisor schedules and coverage planning

• Track minimum hour commitments across jobs and ensure operational alignment across the field team

• Brief supervisors on new job requirements and operational updates

• Client & Communication Management

• Serve as the primary point of contact for incoming operational calls and inquiries from clients, builders, and contractors

• Handle client concerns and operational escalations across phone, email, messaging platforms, and operational systems

• Coordinate communication across multiple channels to ensure timely follow-through and issue resolution

• Send professional communications related to scheduling confirmations, scope clarifications, follow-ups, and operational updates

• Support recurring client outreach and operational follow-up activities

• Communicate pricing updates, surcharges, and operational adjustments when required

• Workforce & Recruitment Coordination

• Support recruitment activities through online sourcing channels, referral networks, and social media groups

• Build and maintain a reliable contractor and casual workforce pipeline

• Coordinate contractor onboarding activities, including documentation, induction, and equipment allocation

• Track contractor availability and workforce scheduling requirements

• Support workforce continuity planning to reduce operational gaps and contractor dependency

• Team & Operational Support

• Coordinate and prioritize operational tasks assigned to the existing virtual assistant support function

• Help improve workflow structure, inbox management, and operational task visibility

• Support field supervisors by removing administrative and coordination-related workload from day-to-day operations

• Assist with documentation workflows, operational reporting, and process standardization initiatives

• Systems & Process Improvement

• Support the implementation and maintenance of operational workflows and reporting processes

• Maintain operational platforms and scheduling systems used by the business

• Help standardize documentation, reporting, and photo submission processes

• Explore opportunities to improve efficiency through automation tools and AI-assisted workflows where appropriate

 

What You Bring

• At least 3–5 years of experience in operations coordination, project coordination, workforce coordination, business operations, or similar operational support roles

• Excellent spoken and written English communication skills with confidence handling phone-based communication with Australian clients and stakeholders

• Strong organizational and multitasking abilities with experience managing multiple workflows, communication channels, and scheduling priorities simultaneously

• Experience coordinating operational activities across teams, contractors, clients, or field-based environments

• Proactive and solutions-oriented mindset with the ability to work independently and identify operational gaps

• Experience supporting or coordinating other team members within an operational environment

• Comfortable working Australian business hours (AEST)

• Strong attention to detail, follow-through, and operational accountability

• Ability to remain calm and organized in fast-paced or high-volume operational environments

 

Nice to Have

• Experience working within construction, field services, facilities management, cleaning services, or trade-related industries

• Familiarity with field service or scheduling platforms such as Swept, ServiceM8, Tradify, or similar systems

• Experience with recruitment sourcing through Facebook groups, referral networks, or online platforms

• Exposure to AI tools or workflow automation platforms such as ChatGPT, Microsoft Copilot, or Power Automate

• Experience supporting Australian clients or working within offshore operational support environments

 Our Hiring Process

We utilize AI tools to enhance hiring efficiency and ensure a fair evaluation. Consequently, candidates will engage with an AI Interviewer, supervised by Human Talent Acquisition Experts who will support your entire application journey.

Our AI Expectations: While we encourage you to use AI for CV refinement and research, we require that all interviews and assessments be completed through your own authentic effort. The use of real-time AI assistance during interviews or to complete skills tests is strictly prohibited to ensure a fair and genuine evaluation of your capabilities.

What You’ll Get

At Penbrothers, we are obsessed with creating positive employee experiences. Here you’ll find an environment that nurtures learning and provides opportunities for growth. You’ll have the opportunity to make an impact on fast-growing startups and dynamic companies. 

·   Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience. 

·   Employee as our biggest asset: We are genuinely invested in our people’s career and welfare.

·   Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home. 

·   Powering global startups: We’ve created 1,400 Filipino jobs that empower global start-ups to focus on growth.