Construction Project Coordinator & Administrative Assistant (ICBS)

This is a remote position.

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

Job Type: Full-time

• Manage all client and contractor communications including email responses, project updates, and progress reporting
  
• Maintain and organize project documentation in Wonderbuild job management system ensuring consistency across all jobs
  
• Coordinate material procurement by sending quote requests to suppliers and managing vendor relationships
  
• Track job profitability and match invoices to budgets for accurate financial oversight
  
• Handle project scheduling and coordinate with subcontractors for various trades (joinery, tiling, etc.)
  
• Maintain organized file systems in Google Drive with proper project folder structures
  
• Create and update standard operating procedures (SOPs) for all delegated tasks
  
• Support business development initiatives and help implement process improvements
  
• Manage preliminary agreements and coordinate the transition from plans to trade pricing
  
• Ensure timely responses to inquiries and maintain professional client relationships
  

Scopes:

• Full ownership of client communication and project status updates with goal of “no one asking where their project stands”
  
• Complete management of trade quote requests and supplier coordination for all projects
  
• Maintenance of Wonderbuild system as single source of truth for all project information
  
• Processing and tracking of all project-related invoices and expenses against budgets
  
• Creation and maintenance of documented procedures for all business processes
  
• Support for 2-3 concurrent construction projects ranging from custom homes to renovations
  
• Coordination with existing office administrator (Cecilia) on financial and bookkeeping matters
  
• Implementation of systematic approaches to replace current reactive business operations
  
• Management of project timelines with goal of 2-week turnaround from plans to completed quotes
  
• Geographic focus on Central Coast projects within 30-minute radius of business location
  

Requirements

•  Strong experience with construction project administration or similar project-based industries
  
• Proficiency with job management software (Wonderbuild experience preferred, but training provided)
  
• Excellent written communication skills for client and contractor correspondence
  
• Experience with Google Workspace (Drive, Gmail, Docs) and file organization systems
  
• Understanding of construction processes, terminology, and trade coordination
  
• Ability to manage multiple projects simultaneously with attention to detail
  
• Experience with invoice processing and basic job costing principles
  
• Proactive problem-solving skills and ability to work independently
  
• Familiarity with Australian building industry practices and compliance requirements
  
• Strong organizational skills and ability to create systematic processes
  

Benefits

• Permanent work from home
  
• Immediate hiring
  
• Steady freelance job