Overview:
As a Construction Operations & Project Administration Coordinator, you'll play a key role in keeping the business organised and running efficiently. Working alongside the Director, you'll take ownership of administrative operations, client communication, documentation, invoicing, and business systems while identifying opportunities to improve workflows through automation and technology.
This is more than an administration role. Our client is a growing residential renovation company specialising in kitchens, bathrooms, laundries, wet areas, extensions, and high-quality home renovations, and they looking for someone who is proactive, highly organised, detail-oriented, and confident making decisions within their responsibilities. You should enjoy improving processes, solving problems before they arise, and ensuring nothing falls through the cracks.
Schedule: Monday - Friday, 8:00 AM - 4:00 PM Sydney Time | With 1 hour unpaid break (40 work hours per week)
Responsibilities:
- Manage client communications and ensure all enquiries receive a professional response within 24 hours
- Prepare, submit, and monitor council applications and project documentation
- Manage the client contract process, including preparing documentation using the company's established procedures, issuing contracts via DocuSign, and ensuring all signed documents are received before projects commence
- Prepare and issue invoices and follow up outstanding payments
- Maintain accurate project files, documentation, and administrative records
- Support scheduling and coordination of renovation projects
- Assist with quote preparation and client proposals
- Maintain and continually improve business systems and administrative processes
- Identify opportunities to automate repetitive tasks using AI and modern software
- Assist with the implementation and optimization of Wunderbuild and other business systems
- Maintain organised email inboxes, calendars, and company documentation
- Provide general office administration and reporting support
- Assist with marketing administration, including social media scheduling and content management where appropriate
Requirements:
- Proficiency in tools such as Microsoft 365, Google Workspace, Wunderbuild, Xero, Trello, DocuSign, ChatGPT (or equivalent AI tools), Canva, and Dropbox or OneDrive
- Takes ownership of work, follows tasks through to completion without needing reminders, and takes pride in delivering accurate, high-quality work
- Naturally thinks ahead, proactively follows up on outstanding tasks, and enjoys keeping projects moving without waiting to be asked
- Enjoys improving systems, embracing technology, and helping a growing business become more efficient while maintaining exceptional customer service
What Success Looks Like:
Within your first six months, you will:
- Keep projects and administration organized with minimal supervision
- Ensure client communication is prompt, professional, and consistent
- Improve business efficiency through better systems and AI-driven automation
- Maintain highly accurate documentation with minimal errors
- Proactively identify and resolve issues before they become problems
- Become a trusted operational support person to the Director
Independent Contractor Perks:
- Permanent work from home
- Immediate hiring
- Health Insurance Coverage
Note:
Please click the Apply button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.
