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. You’ll 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 company’s growth from 4 to 6 project managers. You’ll 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

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