Administrative Assistant & Project Coordinator (PMP)

This is a remote position.

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

Join a growing Australian construction company specializing in presale makeovers and renovations as their Administrative Assistant & Project Coordinator. Youll be the backbone of operations managing communications financial administration and project documentation while working with cutting-edge tools like BuilderTrend and Xero. This role offers the opportunity to streamline processes implement automation solutions and directly contribute to the companys growth from 4 to 6 project managers. Youll work closely with leadership to develop SOPs and create systems that will scale the business efficiently.

• Manage all inbox communications including client emails agent correspondence and vendor bills with 100% daily clearance (inbox zero)
  
• Respond to all client and team communications within 60 minutes during business hours
  
• Accurately assign all incoming bills and invoices to correct projects within BuilderTrend
  
• Verify all expenses against project schedules for completeness and accuracy
  
• Generate weekly client invoices for completed work and purchase items
  
• Maintain precise job costing and budget tracking across all active projects
  
• Conduct comprehensive job auditing including timesheets variations costs and allowances
  
• Maximize BuilderTrend platform usage including document management budget tracking and staff timesheets
  
• Support quality control processes across all projects ensuring complete documentation
  
• Maintain and coordinate project schedules across multiple simultaneous projects
  
• Document and standardize all operating procedures and workflows starting with own role
  
• Create comprehensive SOPs for communication financial and operational tasks
  
• Identify automation opportunities to improve efficiency across business processes
  
• Maintain and update procedure documentation within SharePoint knowledge base
  
• Support quote preparation process using AI tools and predefined templates
  
• Assist with client consultation follow-up and quote turnaround optimization
  
• Track and follow up on aging receivables to minimize outstanding payments
  
• Provide proactive project status updates to clients and referring agents
  
  

• Full ownership of company inbox management and email communications
  
• Complete responsibility for financial administration including bill processing and invoice generation
  
• Primary point of contact for client communications during business hours
  
• Lead role in developing and maintaining company SOP library
  
• Support for 4 current project managers with plans to scale to 6 within 12 months
  
• Management of multiple concurrent construction and renovation projects
  
• Integration and optimization of BuilderTrend platform across all business operations
  
• Collaboration with leadership team on process improvement and automation initiatives
  
• Responsibility for maintaining accurate project documentation and compliance records
  
• Support for business growth and new team member onboarding processes
  

• Proven experience with construction project management software (BuilderTrend preferred)
  
• Strong proficiency in accounting software (Xero experience highly valued)
  
• Excellent written and verbal communication skills with attention to detail
  
• Experience in administrative roles within construction trades or project-based industries
  
• Ability to manage multiple projects simultaneously while maintaining accuracy
  
• Strong organizational skills with ability to prioritize tasks effectively
  
• Experience creating and maintaining standard operating procedures
  
• Familiarity with document management systems and SharePoint
  
• Basic understanding of construction processes variations and project lifecycles
  
• Proficiency in Microsoft Office suite and ability to learn new software quickly
  
• Experience with AI tools and automation platforms (ChatGPT Zapier) preferred
  
• Strong problem-solving skills and ability to work independently
  
• Understanding of Australian construction industry practices and terminology
  

Independent Contractor Perks

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

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