Construction Operations Administrator (KC)

This is a remote position.

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

• Manage and organize all documentation during the pre-construction phase.
  

• Ensure all project documents are complete accurate and ready before each construction stage.
  

• Maintain systematic filing for all project-related materials.
  

• Assist the builder with take-offs material breakdowns and labour estimates for smaller-scale projects.
  

• Support coordination with external estimators (e.g. V2E) for larger projects.
  

• Track and document project adjustments variations and scope changes.
  

• Process progress claims and invoices within 24 hours of stage completion.
  

• Set up and maintain stage payment schedules in Wonder Build.
  

• Prepare supporting documents for claims and ensure accuracy before submission.
  

• Maintain accurate project schedules from pre-construction through completion.
  

• Monitor milestones and communicate updates internally as needed.
  

• Process and organize quality control certificates warranties and compliance documents.
  

• Assist with final council sign-offs certification collection and handover documents.
  

• Prepare client-facing documentation and assist in maintaining clear timely communication throughout the project lifecycle.
  

Depending on client direction this may include:

• Handling accounting tasks currently managed outside of Xero.
  

• Collaborating with the Accounts Team as they transition to a smaller involvement.
  

• Supporting financial tracking cost documentation and reporting.
  

• Pre-construction phase documentation and management
  

• Estimating support for small projects; coordination with external estimators
  

• Progress claims and invoicing
  

• Maintenance and updating of project schedules
  

• Quality control and compliance documentation management
  

• Client communication support
  

• Development and improvement of construction administration systems
  

• Project documentation organization
  

• Optional/Client-Dependent: accounting support outside of Xero
  

• Background in architecture civil engineering construction management or similar (preferred).
  
• Experience with construction management software especially Wonder Build.
  
• Strong understanding of construction terminology workflows and documentation requirements.
  
• Experience handling progress claims invoicing and stage payment processes.
  
• Excellent attention to detail and strong organizational habits.
  
• Ability to maintain accurate systematic documentation across multiple projects.
  
• Strong written and verbal communication skills.
  
• Ability to work independently take ownership and proactively solve problems.
  
• Understanding of construction quality control processes and compliance documentation.
  
• Basic accounting knowledge is an advantage.
  

Independent Contractor Perks

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