Workplace & Operations Coordinator / Office Manager / People Operations
BuildPass
Full-time
Hybrid | Richmond, Australia
$75K-$90K + 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 a Workplace & Operations Coordinator 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 Caylie, 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.
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.
We raised a AU$7.5M Seed round in 2024 and have been growing ~10% month-on-month since inception, servicing over 800 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
Keep the kitchen, coffee machine, and communal areas stocked and tidy; manage supplier orders, equipment, subscriptions, restock cadences, and coordinate repairs, maintenance, cleaning and deliveries
Manage office technology inventory (laptops, headsets, printers, AV equipment, shared workstations), access management (key fobs), and the desk rental arrangements with the companies who share our floor
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 interstate events, expos, and conferences; travel, accommodation, badges, packing, setup (e.g. Sydney Build Expo), and manage company merch
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 — and know who owns what
Support compliance initiatives including ISO/SOC documentation and policy management (e.g. Drata)
Assist with occasional travel bookings and logistics for our founders (CEO and CTO)
Support with materials, presentations, and documents for leadership meetings as needed
Use discretion, confidentiality, and good judgment when handling sensitive matters
Handle general administrative tasks including basic record-keeping, invoices, and expense coordination
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
Automate the work that shouldn't be manual
Find the recurring work that doesn't need a person doing it, and do something about it
Build and improve internal workflows and automations alongside our operations and AI ops team
Bring what you learn back to the rest of the business
The first few months of this role are admin-heavy. Restocking, deliveries, onboarding checklists, supplier orders, expense coding. There's no way around that, and we're not going to pretend otherwise.
But the admin is the input, not the job. You do something manually a few times because that's the only way to understand what it actually involves — and then you get to be genuinely experimental about how we stop doing it that way. If you'd be happy doing the same volume of manual work in month six as in month one, this isn't the right role for you.
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 know where precision matters, and where it doesn't
Some things here cannot be wrong: insurance renewals, compliance evidence, removing someone's access when they leave, payroll inputs, a flight booked for the wrong day
Other things just need to be done, and done well enough. We're looking for someone who is genuinely uncompromising about the first list and sensible about the second
Attention to detail is incredibly important in this role, and we mean it in the specific sense above - not in the sense of polishing things that don't need polishing
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 are a growth-minded operator
You’re hands-on and execution-focused; you’d rather do the work than just talk about it
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 are excited by the idea of shaping what this role becomes, into operations, people & culture, HR, or wherever your strengths take you
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'll sit inside a team that builds internal agents and automations, and some of it will go over your head at first. That's expected, and completely fine
What matters is whether that feels exciting or exposing to you. We want the person who asks the obvious question in the channel rather than quietly hoping nobody notices
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). Every person at BuildPass uses AI daily. We'll invest in getting you there through our internal AI training program.
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.
You have a track record of projects or outcomes you have genuinely owned
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
Curious about no-code or low-code AI tools and workflows that save time (Claude, ChatGPT, Lovable).
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 – $90,000 + superannuation, with meaningful equity available through our Employee Share Option Plan (ESOP). The salary band is reflective of varying seniority and experience. 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.
We're also building out an AI Operations function in Australia. If that sounds more like you than this role does, say so in your application and we'll talk about both.
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.
Apply via the link above with your CV (no cover letter) and a short paragraph 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.
We may use AI-assisted tools to help organise and screen applications. AI never makes the final call — a member of our team reviews shortlisting decisions.
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