Operations & Project Coordinator (AU Construction)

Position Title: Operations & Project Coordinator

Schedule: Monday – Friday, 9:00 am - 5:30 pm VIC, AU Time or 7:00 AM – 3:30 PM PH Time

Holiday to follow: VIC, AU Holidays

Workdays: Mon - Fri

Work Set-up: Work From Home

Work Details: Full-time

Role Overview

Our VIC based client is seeking a highly organized and proactive Construction Operations & Project Coordinator to become the operational backbone of their growing residential construction business.

Our client is a boutique Victorian building company specialising in high-end custom homes, major renovations, and architectural extensions. Renowned for exceptional workmanship, transparent communication, and meticulous attention to detail, they deliver unique projects in close collaboration with homeowners, architects, designers, consultants, and trusted trades.

Working directly with the Managing Director, you will streamline daily operations, coordinate projects, improve business systems, and ensure every project remains organised, documented, and running efficiently. As you grow into the role, you will become the primary coordination point between clients, consultants, suppliers, subcontractors, site staff, and the wider project team.

Role Breakdown

·        40% Construction Administration – Buildxact administration, procurement, contracts, project documentation, consultant coordination, and progress claims.

·        25% Project Coordination – Scheduling, subcontractor coordination, deliveries, reporting, and project tracking.

·        20% Business Systems & Process Improvement – AI workflows, SOP development, reporting, dashboards, and continuous improvement initiatives.

·        15% Executive Support – Executive administration, inbox and calendar management, meeting coordination, and correspondence.

Key Responsibilities

Executive Support

·        Provide executive support to the Managing Director.

·        Manage email inboxes, calendars, appointments, and meeting schedules.

·        Prepare meeting agendas, record minutes, and maintain action registers.

·        Draft professional client correspondence and provide phone support when required.

·        Coordinate travel arrangements and maintain well-organized digital filing systems.

·        Assist with prioritising tasks and following up outstanding actions.

Construction Administration

·        Create and maintain projects within Buildxact.

·        Maintain project documentation, registers, and construction programs.

·        Prepare RFQs, purchase orders, variation documentation, and progress claims.

·        Coordinate project documentation and material deliveries.

·        Maintain project budgets and assist with cost-plus project administration.

·        Support consultant coordination and document control.

Procurement & Supplier Coordination

·        Source and compare supplier and subcontractor quotations.

·        Prepare purchase orders and monitor procurement schedules.

·        Coordinate deliveries to ensure projects remain on schedule.

·        Monitor supplier lead times and proactively resolve procurement issues.

·        Source suitable alternative products where required.

Subcontractor & Project Coordination

·        Coordinate subcontractor scheduling and attendance.

·        Confirm availability and monitor project sequencing.

·        Track completed works and monitor critical project milestones.

·        Identify potential scheduling conflicts and escalate risks early.

·        Coordinate communication between site teams, consultants, suppliers, and subcontractors.

Contracts Administration

·        Prepare variation quotations and monitor approval status.

·        Maintain variation, compliance, and contract registers.

·        Support domestic building contract administration.

·        Coordinate permit documentation, inspections, defects, and warranty records.

·        Maintain consultant documentation and project records.

Financial Administration

·        Assist with accounts payable and accounts receivable.

·        Process supplier invoices and progress claims.

·        Maintain job cost information within Buildxact.

·        Support bookkeeping processes using Xero and Dext.

·        Assist with financial reporting and budget tracking.

·        Review bookkeeping workflows and recommend process improvements.

Labour Productivity & Reporting

·        Allocate labour hours against Buildxact cost codes.

·        Compare estimated labour against actual site hours.

·        Prepare weekly labour productivity reports.

·        Monitor project performance and identify cost overruns early.

·        Provide feedback to improve estimating accuracy.

Client Experience

·        Prepare and send weekly client updates.

·        Track client selections, approvals, and outstanding decisions.

·        Maintain communication records.

·        Coordinate consultants, designers, engineers, and building surveyors.

·        Follow up outstanding actions professionally and promptly.

AI & Business Systems

·        Use AI tools such as ChatGPT to improve business efficiency and documentation.

·        Convert meeting notes, site walkthroughs, and voice recordings into action lists and reports.

·        Draft client correspondence and project documentation.

·        Assist with workflow automation and reporting improvements.

·        Maintain Buildxact project information and follow-up registers.

Systems & Continuous Improvement

·        Develop and maintain Standard Operating Procedures (SOPs).

·        Create project dashboards and KPI reports.

·        Maintain outstanding decisions and project action registers.

·        Identify opportunities to improve business processes and operational efficiency.

·        Support the implementation of scalable systems as the business grows.

Key Skills & Qualifications

Essential

·        3–5 years of administration experience within the Australian residential construction industry.

·        Excellent written and verbal English communication skills.

·        Strong organisational, time management, and multitasking abilities.

·        High attention to detail.

·        Strong computer literacy and Microsoft Office skills.

·        Experience supporting construction projects from an administrative or coordination perspective.

·        Ability to work independently and proactively manage competing priorities.

Highly Regarded

·        Experience with procurement, scheduling, or project coordination.

·        Experience administering domestic building contracts.

·        Experience working on cost-plus residential construction projects.

·        Experience using Buildxact.

·        Experience using Xero and Dext.

·        Experience developing Standard Operating Procedures (SOPs).

·        Experience using AI tools such as ChatGPT to improve workflows and productivity.

Software & Systems

Essential

·        Microsoft Outlook

·        Microsoft Excel

·        Microsoft Word

·        Microsoft Teams

Highly Desirable

·        Buildxact

·        Xero

·        Dext

·        Adobe Acrobat

·        ChatGPT or similar AI productivity tools

What Success Looks Like

Success in this role will be measured by:

·        Projects remaining organised, well-documented, and delivered without administrative delays.

·        Accurate financial tracking, labour reporting, purchase orders, and variation management.

·        Excellent communication and client experience throughout each project.

·        Reducing the Managing Director's administrative workload, allowing greater focus on client relationships, site visits, and business growth.

·        Maintaining reliable systems, documentation, registers, and SOPs.

·        Proactively identifying project risks, missing information, and scheduling conflicts before they impact delivery.

Career Progression

This role offers genuine long-term career growth. As the business continues to expand, there is an opportunity to progress into an Operations Manager position with increasing responsibility for business operations, project delivery, and team coordination.

What We're Looking For

We're looking for someone who wants to build a long-term career in residential construction—not simply fill an administration position. The ideal candidate is proactive, highly organised, solutions-focused, and enjoys improving systems while supporting the successful delivery of premium residential projects. You will thrive in a fast-paced environment, take ownership of your work, and become a trusted partner to the Managing Director and the wider project team.

Perks & Benefits:

·        Company-provided desktop/laptop with back-up internet.

·        HMO from day one.

·        15 Vacation + 5 Sick Leaves.

·        Annual performance reviews.

·        Employee loan facilities.

·        Fun company events with prizes and recognition.

Join Us & Earn a ₱10,000 Sign-On Bonus!

In addition to competitive compensation and career growth opportunities, new hires may qualify for a ₱10,000 sign-on bonus after meeting employment requirements.