Business Operations Co-Ordinator

Role overview

This position supports the Business Operations function by keeping procurement, financial controls, contract administration, and operational reporting running smoothly. It suits a highly organised person who is comfortable handling details, coordinating with several teams, and keeping governance standards on track.

The role involves managing purchase orders, checking quotes and contracts, supporting audit-ready records, and helping with reporting and quality checks. You will work across procurement, finance, legal, vendor management, and business stakeholders to help ensure accurate processing and timely approvals.

About the organisation

The company’s cloud and infrastructure operations support a wide range of online services and are built to serve customers and businesses around the world. The wider team encourages growth, learning, inclusion, and collaboration, with opportunities such as rotation programs, diversity and inclusion training, and professional certifications.

The organisation’s mission is to help every person and every organisation achieve more. Its workplace culture is built around a growth mindset, innovation, teamwork, respect, integrity, and accountability.

Key responsibilities

• Create, process, and monitor purchase orders in line with procurement rules and internal policy.
• Follow each PO through its full lifecycle, making sure approvals and processing happen without avoidable delays.
• Work with suppliers and internal teams to clear PO issues, exceptions, or timing problems.
• Coordinate the review and approval flow for contracts, statements of work, and amendments across Legal, Procurement, Finance, and business teams.
• Ensure documents move through the correct governance steps and satisfy compliance expectations.
• Keep version histories accurate and maintain records that are ready for audit review.
• Examine supplier quotes and contract documents to pull out important details such as scope, pricing, terms, renewal dates, and deliverables.
• Check that quotes, contractual terms, and purchase order needs all match up.
• Spot mismatches or possible risks and escalate them to the right team for clarification.
• Prepare, format, and present operational and financial reports.
• Build dashboards, trackers, and performance measures for suppliers and internal activities.
• Review supplier invoices against purchase orders, quotes, contracts, and delivery progress.
• Identify invoice errors and coordinate fixes with vendors, Finance, and business stakeholders.
• Maintain clear logs and structured documentation for PO progress, contract approvals, invoice audits, and reporting cycles.
• Keep records current and compliant with audit requirements.
• Coordinate closely with Business Operations Managers, Finance, Legal, Procurement, and external suppliers.
• Support clear communication and follow-up so approvals and documentation stay accurate and on time.
• Use Excel for analysis, including pivot tables, formulas, VLOOKUP/XLOOKUP, and charts.
• Use Word to draft SOPs, summaries, workflows, and formal correspondence.
• Work with PO, invoice, and document-routing platforms such as SAP, Coupa, Ariba, or similar systems.

Requirements

• High School Diploma, GED, TAFE, or an equivalent qualification, plus at least 2 years of industry experience in a relevant area.
• Strong practical ability with Microsoft Excel, including pivot tables, formulas, and charts, as well as Word for templates and formatting.
• Solid experience using purchase order systems, invoice-processing tools, and procurement platforms.
• Excellent attention to detail and strong organisational capability.
• Ability to interpret, compare, and validate information from quotes, contracts, and invoices.
• Strong communication skills and confidence managing multiple stakeholders.
• Comfortable working independently as well as with cross-functional teams.
• Prior hands-on experience in business operations, procurement, vendor management, finance administration, or contracts administration is preferred.
• Exposure to contract governance workflows or approval-routing processes is advantageous.
• Experience working with Legal, Finance, and Procurement teams is preferred.
• Must be able to meet the relevant security screening requirements, which may include Microsoft cloud background checks, Australian citizenship verification with passport confirmation, and possibly NV1/2 or PV clearance assessment through the Australian Government Security Vetting Agency.

Additional information

This role requires the candidate to satisfy Microsoft, customer, and/or government security screening standards. These can include a cloud background check on hire or transfer and then every two years after that. Australian citizenship verification is required to meet federal government security requirements, including confirmation of an Australian passport. In some cases, an enhanced security assessment may also be needed.

The role will remain open for at least 5 days, and applications may continue to be reviewed until the position is filled.

The employer is an equal opportunity organisation and considers all qualified applicants without discrimination based on protected characteristics under applicable local laws.

Work environment

This is an onsite full-time role in Sydney, New South Wales, Australia.