Responsibilities:
You will work as the Administration / Projects Coordinator to General Manager and support him across a variety of the following functions. You will be encouraged to be an independent self-starter who can self-manage and prioritise your work accordingly.
Tasks that can be expected include, though are not limited to areas follows
General Administration:
- Aid in organizing our systems back office, comfortable with improving the status quo of business operational tools, using:
- Office 365
- SharePoint and establish Flow (workflow) rules (if and where required)
- Xero Financials
- Docusign
- Zoho One (CRM, Socials, Dashboards)
- HazardCo (Occupational Health and Safety Application), to be tasked with its setup
- Building Application (Next target Application).
- Keep it all organised and managed Monitor and Manage email accounts, calendar and inbound / outbound appointment management, etc.
- Willing to be trained to assist in the use the (soon to be adopted) Building and Construction Management Application
- Coordinate activities with the Marketing Consultant regarding:
- Content calendar compilation, management, and administration
- Content Publishing / Posting
- Coordinate activities with the Graphics Designer regarding:
- Graphics supporting content.
- Ad hoc Graphic Design requirements
- Answer the phone / reply to messages (as primary respondent)
- We will be seeking to utilise the services of a soft phone, any calls missed out of hours are to be listened to and returned the following day / asap.
- Travel Management / Administration (when required)
- Communication: Once up and running, check in's with the GM on an ad hoc basis, discussion via phone are encouraged.
Document Compilation:
- Document compilation will include a range of outputs, some of which can be identified include:
- Support the compilation / presentation of quotes / estimates (using systems / templates), of which may be presented in MS Word / PDF.
- Support the compilation / presentation of Proposals (using systems / templates), of which may be presented in MS Word / PDF.
- Support the compilation of Domestic Building contracts (using systems / templates) of which may be presented in MS Word / PDF.
- Filling in predefined sections
- Appending Architectural / Working Drawings as attachments
- Import documents (Proposal, Contracts) into DocuSign, and apply and administer DocuSign templates.
- Compile Tendering Packs (using templates), containing both a general and site-specific scope of works.
- Support the compilation of Handover Documents (using systems / templates), of which may be presented in MS Word / PDF.
- Documenting Business Standard Operating Procedure flows and operational diagrams.
- Quality control and Management:Learn what good looks like and ensure that all outbound client facing documentation meets exacting standards, always checking for Australian English, spelling and grammar use in all cases presenting the company in the best light possible.
Project Coordination:
- Product research and sourcing --> Building and Construction product research and sourcing from suppliers (local and overseas)
- Tender work to existing Subcontractor Network, whilst actively seeking out new Subcontractors to support the body of work.
- Project Financials, raise invoices in systems in preparation for approvals.
Expectations: Please note, at times it is expected that work may be performed outside of nominal expected hours, this is not something that will occur on a regular basis, if this occurs regularly, time in lieu will be provided. Conversely, we are equally happy to work around private needs of individuals should they impact on availability.
Qualifications:
- Have excellent English (spoken and written), grammar and communication skills.
- Experience with social media tools, specifically (Facebook, LinkedIn and Instagram)
- Be available to work Australian Eastern time zone, commencing circa 10:00am local CCT / WST or 12:00pm AEST time.
- Be well structured and organised.
- Familiarity with Office 365 Product Suite (Word, Excel, SharePoint, Teams and Flow), DocuSign (essential)
- Familiarity with Xero (Optional)
- Experience: Previous knowledge within the Australian Domestic Residential Building and Construction industry is preferable, though not essential
