Operations & Financial Management Specialist (SDP)

This is a remote position.

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

• Monitor and respond to all builder and client inquiries within 4 hours across both residential and commercial divisions
  
• Process and categorize invoices for both companies within 24 hours ensuring zero overdue payments due to processing delays
  
• Coordinate communications with subcontractors and manage variation requests with 100% documentation within 48 hours
  
• Maintain organized project records and generate weekly status update reports for all active projects
  
• Track payment schedules and manage accounts payable across both Xero accounts
  
• Reconcile costs against budgets and generate monthly project cost variance reports
  
• Update cash flow forecasts with 95% accuracy using existing Excel templates from business coach
  
• Create and maintain digital filing systems for easy document access within 24 hours
  
• Track and update insurance requirements and compliance documentation
  
• Coordinate scheduling between carpentry and building operations to prevent conflicts
  
• Input historical job tracking data into BuildExact and STIC systems
  
• Create and maintain SOPs for estimation processes and recurring operational tasks
  
• Generate operational reports for management review and document monthly efficiency improvements
  
• Support quote preparation and follow-up processes to improve response times
  
• Manage internal communications to provide real-time support to field teams for drawings and specifications
  

• Support both residential building and carpentry company operations
  
• Manage communications across multiple platforms including email project management systems and direct client contact
  
• Handle financial processes for two separate Xero accounts and associated software integrations
  
• Coordinate with team of 10 people including 2 foremen carpenters apprentices and subcontractors
  
• Support projects ranging from residential builds to commercial carpentry contracts
  
• Work with existing external bookkeeper and accountant to ensure seamless financial operations
  
• Implement and maintain systems integration between BuildExact STIC Xero and other construction software
  
• Support business growth objectives including increased domestic builders insurance capacity and potential development projects
  
• Manage ATO debt repayment tracking and compliance requirements
  
• Create systematic approaches to replace manual processes currently consuming 50% of owners time
  
• Support quote turnaround improvement from current 3-4 day average to more competitive timeframes
  
• Establish processes for real-time job cost tracking and profitability analysis
  
• Coordinate with wifes client relationship management activities to ensure seamless customer experience
  

• Strong experience with construction industry software particularly BuildExact Xero and project management platforms
  
• Familiarity with Australian construction processes compliance requirements and industry terminology
  
• Experience with Procore Aconex HammerTech and Bluebeam preferred
  
• Excellent written and verbal communication skills for client and subcontractor interactions
  
• Strong organizational skills with ability to manage multiple projects simultaneously across two companies
  
• Experience with invoice processing accounts payable and financial reconciliation
  
• Proficiency in Excel for cash flow forecasting and data management
  
• Understanding of construction estimating processes and takeoff procedures
  
• Ability to work independently while maintaining regular communication with business owner
  
• Experience creating and maintaining standard operating procedures
  
• Knowledge of fire safety compliance and building codes (beneficial)
  
• Familiarity with OneDrive and collaborative file management systems
  

Independent Contractor Perks

• HMO Coverage for eligible locations
  
• Permanent work from home
  
• Immediate hiring