Offer summary

Qualifications:

Experience with Fast Track 360 or similar workforce management systems., Strong attention to detail for compliance tracking and documentation., Excellent communication skills for engaging with talent pool., Experience in labor hire, staffing, or recruitment industries preferred..

Key responsabilities:

Manage and nurture a talent pool of 500-1,000 potential employees.

Generate and analyze weekly billing reports to monitor margins and profitability.

Document all processes as Standard Operating Procedures (SOPs).

Support business development efforts by maintaining data on available talent.

Job description

This is a remote position.

Work Schedule: Monday to Friday 8:00am to 5:00pm Sydney Time with 1 hour unpaid break.

Job Type: Full-time

Join a growing labor hire company specializing in construction, renewables, and mining services as their Operations Specialist. In this role, you’ll be the backbone of the business, managing talent pools, ensuring compliance, and driving financial reporting to support ambitious growth targets. You’ll have the opportunity to implement and improve systems that will scale the business from 1,000 to 2,800+ billable hours weekly. This is an exciting opportunity to make a significant impact in a company that values its workers as family members, not just numbers.

Responsibilities:

Manage and nurture a talent pool of 500-1,000 potential employees through regular communication and engagement strategies
Create and implement nurture sequences in Go High Level to maintain warm relationships with candidates
Process timesheets, secure client approvals, and track worker certificates and compliance documentation
Generate and analyze weekly billing reports to monitor margins, profitability, and progress toward financial targets
Create invoices and track billable hours across multiple clients and projects
Document all processes as Standard Operating Procedures (SOPs) to ensure consistency and scalability
Monitor and report on key performance indicators including billable hours, margins, and profitability
Support business development efforts by maintaining data on available talent for new opportunities
Assist with transitioning from ad-hoc construction projects to more predictable renewable and mining service contracts

Scopes:

Manage communications with a talent pool of 500-1,000 potential employees
Process and track compliance for workers across multiple locations including Darwin, Brisbane metro, and project sites nationally
Monitor and report on 900+ billable hours weekly with a target to scale to 2,800+ hours
Support business growth from construction (80-85% of current business) into renewables and mining services (target growth area)
Implement and maintain systems to support national expansion of services

Requirements

Experience with Fast Track 360 or similar workforce management systems
Familiarity with CRM systems, particularly Go High Level (or willingness to learn)
Strong attention to detail for compliance tracking and documentation
Excellent communication skills for engaging with talent pool
Analytical abilities for financial reporting and margin analysis
Experience in labor hire, staffing, or recruitment industries preferred
Ability to work independently and take ownership of processes
Strong organizational skills to manage multiple priorities simultaneously

Required Skills and Qualifications:

Proficiency in Fast Track 360
- Ability to navigate the system interface confidently
- Experience generating and analyzing billing reports
- Understanding how to extract data for compliance tracking
- Skills in processing timesheets and client approvals within the system
Strong Data Analysis Skills
- Ability to interpret billing reports and identify margin issues
- Experience tracking billable hours and analyzing profitability
- Capability to monitor and maintain minimum margin requirements
- Skills in manipulating exported data for further analysis
Compliance Management Experience
- Knowledge of tracking worker certificates and documentation
- Understanding of compliance requirements in labor hire industry
- Experience in maintaining and updating compliance records
- Ability to ensure all documentation is current and properly filed
Financial Processing Skills
- Experience with invoicing processes
- Understanding of payroll systems and procedures
- Ability to track and reconcile billable hours
- Skills in monitoring financial metrics against targets (e.g., the 2,800 weekly break-even target)
Communication Skills
- Strong written communication for client correspondence
- Verbal skills for potential client/talent interactions
- Ability to document processes clearly for future reference
- Experience in maintaining regular communication with talent pool
Organizational Skills
- High attention to detail for compliance documentation
- Ability to manage multiple tasks simultaneously
- Experience in creating and maintaining systematic processes
- Skills in prioritizing time-sensitive tasks (e.g., weekly billing)