Administrative Operations Coordinator (BEPL)
Administrative Operations Coordinator (BEPL)
Posted on :
16-07-2025
Employer Active
1 Vacancy
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Monthly Salary
54000 - 54000
Vacancy
1 Vacancy
Posted on :
16-07-2025
Job Description
This is a remote position.
Work Schedule: Monday to Friday 8:00am to 5:00pm Sydney Time with 1 hour unpaid break.
Responsibilities:
- Respond to all client inquiries within 24 hours across phone email and social media channels
- Maintain consistent communication with clients throughout project lifecycle from initial contact to post-completion follow-up
- Qualify and progress 5-7 new business leads monthly through structured follow-up processes
- Book client meetings and site visits into appropriate scheduling timeframes
- Accurately allocate all costs to respective jobs for precise profitability tracking
- Generate and dispatch invoices immediately upon job completion or when due
- Manage accounts payable processing and ensure proper job cost allocation
- Extract weekly time clocks from BuilderTrend for payroll processing in Xero
- Maintain and update financial data synchronization between BuilderTrend and Xero
- Organize and maintain complete project documentation for 4-6 concurrent active jobs
- Schedule trades materials and resources in advance considering workloads and travel optimization
- Ensure compliance documentation is prepared and accessible before each project stage completion
- Drive site establishment processes and manage checklist series for every job
- Implement quality control measures broken down by project stages
- Maximize BuilderTrend utilization including document management budget tracking and staff timesheets
- Review and refresh communication assets and sequences within BuilderTrend
- Update and maintain Canva templates for client communications
- Create and implement systems and processes (SOPs) for all tasks handled
- Maintain company documentation including insurance registrations staff onboarding materials and compliance records
Requirements
- Proven experience with construction management software preferably BuilderTrend
- Strong proficiency in accounting software particularly Xero
- Experience with Canva for creating and maintaining branded communication materials
- Excellent written and verbal communication skills for client-facing interactions
- Strong organizational skills with ability to manage multiple concurrent projects
- Understanding of construction industry processes compliance requirements and project stages
- Experience with accounts payable/receivable processing and job costing
- Proficiency in creating and following standard operating procedures
- Ability to work independently while maintaining attention to detail
- Knowledge of Australian construction compliance and documentation requirements
- Experience with payroll processing and timesheet management
- Strong problem-solving skills and proactive approach to client service
Scopes:
- Handle all administrative tasks during business hours to prevent evening/weekend work overflow
- Manage 4-6 concurrent construction projects with full documentation oversight
- Process all financial transactions with 24-hour turnaround for job profitability reports
- Achieve 75% reduction in invoice processing time from current baseline
- Maintain zero discrepancies in monthly financial reconciliations
- Ensure 100% completion of quality control checklists for all project stages
- Achieve zero client complaints about communication delays
- Progress all leads within 48 hours of initial contact
- Proactively inform clients of project status without them needing to request updates
- Complete all project documentation requests within 2 hours
- Prevent delays due to missing compliance paperwork
- Maximize BuilderTrend feature utilization to achieve streamlined project workflows
- Support pre and post-integration processes as company implements API automation between BuilderTrend and Xero
- Create comprehensive SOPs for all processes to enable future scalability and training
Independent Contractor Perks
- HMO Coverage for eligible locations
- Permanent work from home
- Immediate hiring
ZR25150JOB
Proven experience with construction management software, preferably BuilderTrend Strong proficiency in accounting software, particularly Xero Experience with Canva for creating and maintaining branded communication materials Excellent written and verbal communication skills for client-facing interactions Strong organizational skills with ability to manage multiple concurrent projects Understanding of construction industry processes, compliance requirements, and project stages Experience with accounts payable/receivable processing and job costing Proficiency in creating and following standard operating procedures Ability to work independently while maintaining attention to detail Knowledge of Australian construction compliance and documentation requirements Experience with payroll processing and timesheet management Strong problem-solving skills and proactive approach to client service Scopes: Handle all administrative tasks during business hours to prevent evening/weekend work overflow Manage 4-6 concurrent construction projects with full documentation oversight Process all financial transactions with 24-hour turnaround for job profitability reports Achieve 75% reduction in invoice processing time from current baseline Maintain zero discrepancies in monthly financial reconciliations Ensure 100% completion of quality control checklists for all project stages Achieve zero client complaints about communication delays Progress all leads within 48 hours of initial contact Proactively inform clients of project status without them needing to request updates Complete all project documentation requests within 2 hours Prevent delays due to missing compliance paperwork Maximize BuilderTrend feature utilization to achieve streamlined project workflows Support pre and post-integration processes as company implements API automation between BuilderTrend and Xero Create comprehensive SOPs for all processes to enable future scalability and training Independent Contractor Perks HMO Coverage for eligible locations Permanent work from home Immediate hiring ZR_25150_JOB
Employment Type
Full Time
Company Industry
Key Skills
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