About the job

Company Description

EVC Engineering, based in Newcastle, NSW, specializes in designing and delivering custom mechanical systems for large-scale commercial, industrial, healthcare, and public sector projects along the east coast of Australia. With over 40 years of expertise, EVC ensures each project meets high standards of efficiency and compliance tailored to client needs. The company excels in commercial HVAC systems, ventilation design, and medical gas systems with accreditations across NSW, Queensland, Victoria, Tasmania, and the ACT. EVC Engineering is committed to providing innovative and high-quality solutions that distinguish them within the industry under the motto, "A World Apart."

Position Purpose

The Business Operations Coordinator provides high level administrative, operational and tender support to the Operations Manager, technical team and wider business. level administrative, operational and tender support to the Operations Manager, technical team and wider business. This role ensures the smooth and professional running of the office, strengthens client and supplier relationships, and supports efficient project delivery.

This role ensures the smooth and professional running of the office, strengthens client and supplier relationships, and supports efficient project delivery.

The role is central to enabling the Operations Manager to operate at a strategic level by absorbing day tod ay operational responsibilities across administration, tender preparation, coordination, finance support, and team enablement. today operational responsibilities across administration, tender preparation, coordination, finance support, and team enablement.

Key Responsibilities

1. Office & Operational Administration

Oversee the smooth running of the office, ensuring amenity, supplies and facilities are well maintained;
Coordinate suppliers, trainers, and external partners for meetings and presentations;
Manage shared inboxes, incoming calls and general enquiries;
Coordinate internal meetings, events, training sessions and catering where required;
Support the implementation and upkeep of business systems and processes.

2. Client, Supplier & Stakeholder Support

Act as the first point of contact for clients, suppliers, partners, subcontractors and project stakeholders;
Maintain a professional, solutions focused, service oriented approach at all times;
Assist with scheduling, follow ups and communication between clients, engineers and drafts-people.

3. Tender & Quotation Support

Prepare project files, gather documentation and support tender submissions;
Review tender documents and assist in compiling quotations and fee proposals;
Learn and progressively manage the quotation process with the aim of generating drafts independently (with minimal oversight) within the first 3–6 months.

4. Financial Administration (Support Function)

Assist the Operations Manager with finance related tasks including:
MYOB data entry and reporting;
Payroll and superannuation support;
Creditor payments and invoicing;
Budget tracking and basic forecasting;
Debt recovery follow ups;
Maintain confidentiality and accuracy at all times.

5. Technical Team Support

Act as the initial point of contact for the 10 engineers and drafts people;
Assist with workflow coordination, documentation preparation, and communication;
Support the team in preparing presentations, reports, and project related materials.

Key Relationships

Internal: Operations Manager, Managing Director, Engineering Team, Drafting Team, Admin Support;
External: Clients, suppliers, subcontractors, training providers, marketing agencies, project partners.

Selection Criteria / Skills & Experience

Essential

Highly organised, structured and detail oriented
Strong communication skills with a warm, professional phone manner;
Tech savvy; confident using Microsoft 365, Teams, Zoom, file systems, and templates, Total Synergy;
Ability to manage multiple tasks, competing priorities and deadlines;
Strong initiative, proactive problem solver;
Ability to learn new systems, processes and quoting methodologies;
Positive “cand o” attitude; thrives in a fast paced environment;
Experience in office administration, coordination, or similar;
High level of professionalism and accountability

Highly Desirable

Experience in tender administration or quoting;
Familiarity with MYOB or other accounting systems;
Exposure to engineering, construction, projects or technical environments;
Experience supporting senior leaders or operational teams.

Personal Attributes

Go getter “Can Do” mentality – happy to roll up their sleeves and make things happen;
Client-focused – warm, responsive and reliable;
Adaptable – comfortable switching between tasks and teams;
Confident communicator – comfortable interacting with technical staff and senior stakeholders;
Team player – supports and uplifts the office and wider team.

To apply for this position, send your confidential application to employment@evcengineering.com.au

EVC Engineering

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