People Operations Coordinator / Office Manager
BuildPass
Full-time
Hybrid | Richmond, Australia
$75K-$85K + super + ESOP
BuildPass is building the world’s smartest operating system for construction. AI isn’t just part of our product, it’s core to how we operate. We’re digitising one of the world’s largest and least tech-enabled industries, helping construction companies manage safety, compliance, and quality so they can focus on building.
We’re looking for an People & Operations Coordinator / Office Manager to be the operational backbone of our Melbourne headquarters. You’ll be responsible for the smooth day-to-day running of our office, creating an organised, welcoming, and functional workplace that enables our team to do their best work. You’ll also support the people experience across the business and help keep our operations running as we scale.
Reporting to our Head of Operations, this is a hands-on, execution-focused role with a genuine growth path. You’ll start by running the office and building foundations across people and operations. Once you’ve ramped and feel confident, you can expand into the areas that excite you most; whether that’s people & culture, HR, business operations, or something else entirely. We’re looking for someone who wants to build a career.
This is an ideal role for someone who enjoys ownership, organisation, and being the go-to person for keeping things running smoothly. You’ll work across almost every team in the business and have the opportunity to provide genuine input into the way we do things; if there’s a better, more efficient way to do something, we want to know.
Attention to detail is incredibly important in this role. To be seriously considered, please apply via the steps outlined and additionally send your resume to the email listed at the bottom of this job description with the subject line ‘People & Operations Coordinator / Office Manager + Your Name.’ Not completing this step is an easy way to demonstrate you didn’t read this carefully.
We raised a AU$7.5M Seed round in 2024 and have been growing ~10% month-on-month since inception, servicing 1000+ customers across Australia, New Zealand, America, and Canada. Earlier this year, we moved into our brand new Melbourne HQ in Richmond, and set up our first North American office in Austin, Texas.
Our team comes from diverse backgrounds and skill sets. Never worn a hard hat or stepped onto a construction site? That’s okay. What matters most is curiosity, ambition, and a drive to be part of a high-performing team.
Run our Melbourne office
Own the end-to-end day-to-day management of our Melbourne office, ensuring the space, systems, and environment support a smooth and productive operation
Maintain the kitchen, dishwasher, coffee machine, and communal areas stocked and tidy; manage supplier orders, equipment, subscriptions and restock cadences
Coordinate repairs, maintenance, cleaning, mail deliveries, and any office improvements as needed
Manage office technology inventory (laptops, headsets, printers, AV equipment, and shared workstations) and access management (key fobs).
Be the first point of contact for any office-related enquiries or projects
Help contribute to great people experience
Own the administration of new starter onboarding and offboarding: laptops, email accounts, platform access, desk setup, swag, and first-week coordination; be the first point of contact for office-related questions
Plan and execute team social events, celebrations, and culture moments; team lunches, Build-a-Brunches, end-of-year celebrations etc.
Coordinate logistics for external interstate events, expos, and conferences; travel, accommodation, badges, packing, setup (e.g. Sydney Build Expo)
Manage company merch: ordering, stock levels, distribution for new starters and events
Manage the logistics and cadence for all-hands meetings, company-wide gatherings, and internal events
Support our fractional HR partner with people administration as needed
Over time, if you’re interested, there is scope to grow into broader people operations work; performance review coordination, pulse check surveys, supporting functional leads with their people responsibilities, and whatever else the business needs as we grow
Support operations as we scale
Support the development, documentation, and implementation of business processes that do (and do not yet) exist to improve efficiency and consistency across the organisation
Help manage and audit company subscriptions, vendor contracts, and software tools
Support compliance initiatives including ISO/SOC documentation and policy management (e.g. Drata)
Handle general administrative tasks including basic record-keeping, invoices, and expense coordination
Manage ad hoc projects as they arise, providing structured support on time-sensitive or high-priority initiatives to senior leadership team
Help build repeatable processes and internal docs so the business can grow without things falling through the cracks
Over time, if you’re interested, there is scope to grow into a broader operational remit. Our Head of Operations covers finance, cross-functional projects, and strategy; the right person can get increasingly exposed and involved across these areas
Provide light executive support
Assist with occasional travel bookings and logistics for our founders (CEO and CTO)
Help with scheduling overflow and calendar coordination during busy periods
Support with materials, presentations, and documents for leadership meetings as needed
Use discretion, confidentiality, and good judgment when handling sensitive matters
You can work independently and don’t need to be told what to do
You’re naturally organised and take pride in keeping things smooth, stocked, and sorted
You’re proactive; you spot what needs doing before being asked and just get it done
You’re comfortable juggling multiple tasks and priorities. When things need to be reprioritised (as often happens in start ups) you can advocate for this clearly and competently
You’re reliable, capable, and can work independently; you don’t need to be managed closely
You balance speed with quality and know when to move fast vs. get it right
You’re a people person who enjoys contributing to a great environment
You genuinely enjoy creating a positive atmosphere for the people around you
You’re friendly, approachable, and a great communicator; people trust you and feel comfortable coming to you
You can work with stakeholders across and outside the business to get things done
You’re comfortable navigating across teams and adapting to different communication styles
You’re a growth-minded executor
You’re hands-on and execution-focused; you’d rather do the work than just talk about it
You enjoy wearing multiple hats and thrive on variety
You’re happy to try something, learn from it, and iterate. Perfect isn’t the goal on day one
You’re eager to learn and grow; you see this as a launchpad into operations, people & culture, HR, or wherever your strengths take you
You’re excited to work closely with our Head of Operations and excited by the idea of shaping what this role becomes as the company scales.
You’re curious about how AI can take the repetitive work off your plate
You’re the kind of person who’d rather automate a recurring task than do it manually every week
You don’t need to be technical; but you should be curious about no-code or low-code tools and workflows that save time (Claude, ChatGPT, Lovable)
You are values-aligned with BuildPass’ culture
You value hybrid working; having independent deep work time, but also valuing in-person collaboration and working closely with our team
You leave your ego at the door. You want to work with good people doing meaningful work and you’re always willing to learn more
More than any specific background, we’re looking for the right person. You might come from office management, operations, people & culture, executive support, or something else entirely; what matters is how you work.
2–3 years of experience in an office management, people & culture, administrative, operations, or similar role
Highly autonomous, curious, with a bias towards action.
Strong organisational and time management skills
Comfortable using digital tools; we use Google Workspace, Slack, Notion.
Based in Melbourne with full Australian working rights.
Nice to haves
Experience in a fast-paced startup or tech environment
Previous exposure to compliance, people operations, or employee experience work
Experience coordinating onboarding or team events
Familiarity with tools like Rippling, Deel, or similar
A role that grows with you
This isn’t a static role. You’ll start with a strong foundation in office and people operations, and as you develop, you’ll have the opportunity to carve out a specialisation in the areas that excite you most; whether that’s people & culture, HR, business operations, or something we haven’t built yet. We’re growing fast, and this role will grow with us.
Your work will be visible and valued
This role touches nearly every part of the business. You’ll build relationships across every team and have a direct impact on how it feels to work at BuildPass.
Work with an ambitious, tight-knit team
We’re ~50 people across AU/US/Philippines. We just promoted a wave of emerging leaders. We love what we do and could (and do) talk about construction, AI, and tech all day.
Competitive package
$75,000 – $85,000 + superannuation, with meaningful equity available through our Employee Share Option Plan (ESOP). We offer four additional days of paid leave per year to rest and recharge, quarterly celebrations, team lunches, and a central Melbourne office with a proper espresso machine.
Listen Loudly — We listen and act on feedback, and have built a culture of trust where giving direct feedback is encouraged.
Build with Ambition — We set audacious goals and ship product that compounds our advantage.
Own Your Impact — We take ownership of outcomes, not just tasks, and measure success by the difference we make.
Co-Create the Future — We work alongside our customers to not only solve their problems, but to push the whole industry forwards.
If you’re excited about joining a fast-growing startup that’s redefining how the world builds, we want to hear from you. Apply with your CV and a brief note on why BuildPass and why this role.
If you have any questions? Email [email protected]
Data shows that 26% of women are unlikely to apply for a job if they don’t have all the skills listed, compared to 12% of men. If you think you’d be a great candidate for this role but don’t tick every box, we’d still love to hear from you.
