Operations & Financial Administrator Assistant (TRCP)

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

Responsibilities:

• Manage accurate allocation of all costs to respective construction jobs in BuildExact software
  

• Process accounts payable and ensure all expenses are categorized correctly for real-time profitability tracking
  

• Maintain up-to-date job profitability tracking with reports accurate within 2% variance
  

• Manage client communications across multiple channels (email, phone, social media) with timely responses
  

• Provide proactive project updates and maintain consistent touchpoints throughout project lifecycle
  

• Coordinate trade scheduling to avoid conflicts, ideally 1-2 weeks in advance
  

• Manage supplier relationships and conduct price comparisons for major purchases
  

• Maintain comprehensive project documentation within BuildExact system
  

• Oversee quality control processes and ensure regulatory compliance documentation
  

• Create and maintain detailed SOPs for all business processes starting with own role
  

• Implement systematic workflows and quality control checklists
  

• Manage multiple email inboxes for the construction business and additional property businesses
  

• Ensure knowledge transfer capabilities for business continuity and new team member onboarding
  

• Process financial data updates within 24 hours of expense receipt
  

• Conduct lead qualification and quote follow-ups
  

• Maintain organized filing systems for easy access to historical project information
  

Scope:

• Primary focus on T-Rob Constructions building business operations
  

• Secondary support for additional property businesses (mainly email management)
  

• Full ownership of financial administration and job costing accuracy
  

• Gradual expansion into client communication responsibilities based on comfort level and trust building
  

• Implementation of systematic processes across entire business operations
  

• Support business owner in reducing daily involvement from 12+ hours to 7-8 hours within 6 months
  

• Manage communication overwhelm across multiple inboxes with hundreds of unread emails
  

• Ensure zero client complaints about communication delays and eliminate need for clients to request project updates
  

• Build scalable systems that support business growth and team expansion
  

• Create comprehensive documentation library for all business processes and procedures
  

Requirements

• Strong experience with construction job costing and financial administration
  

• Proficiency with BuildExact or similar construction management software
  

• Excellent communication skills for client interaction and internal coordination
  

• Experience with accounts payable processing and expense categorization
  

• Ability to create detailed SOPs and process documentation
  

• Strong organizational skills for managing multiple projects and priorities
  

• Experience with supplier management and price comparison processes
  

• Knowledge of construction industry compliance and regulatory require