Business Operations Coordinator

Job Description

This is a remote position.

Job Title :  Business Operations Coordinator

Schedule :

• 20 hours per week
• Monday to Friday, flexible between 9 AM-6 PM Chester Hill, NSW

About the Role

We’re looking for a Business Operations Coordinator to be the central hub of our operations at Ad Central. This role combines strong organizational skills with creative ability. You’ll oversee the full workflow from a closed sale to a completed campaign—ensuring a seamless experience for both our clients and internal teams.

You’ll also contribute creatively by designing and maintaining business templates and marketing materials in Canva. If you’re someone who loves keeping projects organized while also having an eye for design, this role is for you.

Client Overview

Join an innovative mobile billboard advertising company that’s revolutionizing outdoor marketing by bringing dynamic, mobile advertising solutions directly to businesses of all sizes. This exciting venture combines traditional advertising with modern mobility and technology, creating unique marketing opportunities that stand out in today’s crowded advertising landscape. The company operates mobile billboard trucks that travel to strategic locations, offering clients maximum visibility and engagement. With a growing client base spanning both small businesses and large enterprises, this is an opportunity to be part of a rapidly expanding business that’s disrupting the traditional advertising industry. The company works with professional photographers and has exciting visual content, making this a creative and dynamic environment for a marketing professional.

Key Responsibilities

Client Onboarding & Booking

Take over newly closed deals from the Sales Team.

Manage the Acuity Scheduling system to confirm booking dates and assign trucks.

Send official Service Agreements for client signatures.

Coordinate with clients to confirm project details and ensure all information is accurate.

Project Coordination

Create detailed Campaign Briefs for each job (including routes, ad creatives, client details, and special instructions).

Coordinate directly with Drivers and serve as the point of contact during campaign execution.

Ensure smooth communication between Sales, Booking, and Drivers.

Creative & Administrative Support

Design and maintain professional templates and forms in Canva (e.g., Service Agreements, Invoices, Checklists, Price Guides).

Provide creative support to the Marketing Team (e.g., resizing images, creating social media content).

Lead the design of new merchandise such as branded shirts, hats, and promotional materials.

System & Process Management

Become the internal expert on Acuity Scheduling, continuously improving the booking and tracking process.

Maintain the company’s central files, client database, and ensure all operational documents are up to date.

Qualifications & Skills

Proven experience in business operations, coordination, or administrative roles.

Proficiency in Canva is required — must have an eye for clean, modern design.

Good understanding of current design trends.

Strong communication and organizational skills; able to manage multiple moving parts.

Experience with scheduling, CRM, or project management tools (e.g., Acuity, Asana, Zoho, or HubSpot) preferred.

Tech-savvy, detail-oriented, and proactive in finding ways to improve processes.

Must submit a design portfolio showcasing past Canva or design projects.

Stable computer and internet setup for remote work.

Has a backup plan for power and connectivity issues to ensure consistent workflow.

Independent Contractor Perks

ZR_28777_JOB

Requirements

Advanced proficiency in QuickBooks Online HR experience with an AU-based client / company Strong understanding of Australian bookkeeping practices, including BAS Excellent communication and documentation skills Detail-oriented, self-managed, and highly organized Ability to proactively identify and solve problems Previous experience supporting trade businesses is a strong advantage Independent Contractor Perks Permanent remote role with a collaborative team culture Opportunity to make a meaningful impact on business growth and stability Access to backup support and documented processes for smooth operations Be part of a company that values proactive communication and reliability Immediate hiring ZR_24527_JOB