Administrative Assistant Project Coordinator (RFH)

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 custom home building company in regional NSW thats scaling from $3-4M to $10M in revenue. Youll be the backbone of operations managing everything from client communications to job profitability tracking using BuildExact. This is an exciting opportunity to help systematize and scale a successful family business thats committed to structure and growth working directly with the owner who values learning and development. Youll have the chance to take ownership of critical business processes and grow with the company as they expand their capacity from 6-8 homes annually to 10 concurrent projects.

Responsibilities:

• Manage client communications including weekly project updates with photos via email
  

• Handle invoice allocation and job profitability tracking in BuildExact
  

• Coordinate with site teams on daily work diaries and photo uploads
  

• Manage quoting processes (70% of standard quotes) and preliminary agreements
  

• Process and allocate supplier invoices to correct projects and tasks
  

• Coordinate scheduling meetings and project timelines
  

• Handle CRM management and lead follow-up using Smarter CRM
  

• Manage purchase order creation and distribution to subcontractors
  

• Support transition to more subcontractor-heavy operations model
  

• Assist with selections coordination and client portal management
  

• Handle general administrative tasks and office coordination
  

• Support development projects including AI rendering tasks and process improvements
  

Scopes:

• Full-time position (40 hours/week) supporting 5-6 concurrent custom home projects initially scaling to 10
  

• Direct reporting to business owner with weekly scheduling meetings
  

• Immediate start required due to current admin departure
  

• Will handle both operational tasks and development projects during downtime
  

• Expected to create and maintain process documentation and SOPs
  

• Opportunity for role expansion as business scales
  

• Will work closely with site supervisor qualified tradesman and apprentice
  

• Support for major growth phase including potential 700-block development opportunity
  

• Integration with existing bookkeeper for payroll and BAS functions
  

• Collaboration with marketing team member for business development initiatives
  

• Strong English communication skills (written and verbal)
  

• Experience with construction management software (BuildExact preferred or similar platforms like Buildertrend CoConstruct)
  

• Proficiency with CRM systems (Smarter CRM experience preferred)
  

• Basic accounting/bookkeeping knowledge for invoice processing
  

• Tech-savvy with ability to learn new software quickly
  

• Experience with project coordination and client communication
  

• Understanding of construction processes and terminology
  

• Ability to work independently and take ownership of processes
  

• Experience with Microsoft Office suite and cloud-based tools
  

• Strong organizational and time management skills
  

Independent Contractor Perks

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