Business Operations Coordinator

About Kapitol

Kapitol is an innovation-driven construction company based in Melbourne set to outpace and disrupt the industry. As one of Australia’s fastest-growing design and construct enterprises, we proudly combine a fresh approach with decades of expertise. The result is smarter, safer, more agile building solutions, a diverse portfolio including commercial, residential and education projects, and an award-winning workplace culture.

Our team is an Authentic group of professionals.

About the role

This is a hands‑on coordination role that sits at the centre of the business.

Working with the Head of Projects you will support the systems, records and workflows that underpin project delivery, billing, reporting and compliance. Collaborating across operations and project delivery, you’ll help ensure the business runs cleanly behind the scenes.

This role suits someone who enjoys bringing structure to moving parts, is confident working across systems, and takes pride in keeping things organised, accurate and on track.

Key responsibilities

• Maintain project setup, records and operational administration
• Maintain a clear internal billing ledger of completed project work
• Support operational meetings, action tracking and reporting inputs
• Coordinate billing inputs and support invoicing readiness
• Track invoicing status, open items and follow‑ups
• Maintain compliance documentation and support the Integrated Management System
• Support workforce management, project allocations, onboarding records and people‑process administration
• Ensure operational information remains accurate, current and well organised

What we’re looking for

• Highly organised, detail‑driven and reliable
• Comfortable working across spreadsheets, Microsoft 365 and cloud‑based systems
• Confident managing multiple workflows and priorities
• Proactive in chasing information and closing loops
• Clear, professional communicator
• Calm and steady in a fast‑moving environment
• Comfortable supporting teams working across construction and infrastructure projects

You don’t need a traditional corporate admin background — but you do an operational understanding of how large constructions projects are run along with strong systems capability, organisation skills and follow‑through.

Experience that will help

• Construction Management, Business administration, operations or project coordination experience
• Exposure to invoicing, billing or finance workflow inputs
• Strong Microsoft 365 capability
• Experience in construction, infrastructure, engineering

Why you’ll love this role

• Real ownership – you’ll play a key role in how the business runs day to day
• Visible impact – your work directly supports project delivery and business performance
• Close to leadership – work directly with the Head of Projects and senior stakeholders
• Variety without chaos – structured work across multiple projects and systems
• Flexible working – based in Melbourne with flexibility around how you work

Kapitol is committed to providing an equitable, inclusive and diverse working environment.

 Rarely does a new hire at Kapitol satisfy all our selection criteria; we would love to hear from those who feel they have potential to be great. Find out more about Kapitol Group on our website (kapitolgroup.com.au) – and follow us on LinkedIn and Instagram for regular updates.

 Please be sure to apply directly as we will not be engaging the services of recruitment agencies, nor any agency-represented candidates for this role.