Operations and Administrative Coordinator (LOR)

Job Description

This is a remote position.

WORKING HOURS : Full-time, approximately 40 hours per week.

TIMEZONE : This is a remote role requiring alignment with typical Australian Eastern Standard Time (AEST) or Australian Eastern Daylight Time (AEDT) business hours for real-time collaboration with the owner and project teams.

ABOUT THE COMPANY :

This small residential building company specializes in high-quality projects valued between $1-2 million, primarily securing clients through referrals and undertaking bespoke developments. With a decade-long reputation built on trust and exceptional craftsmanship, the company is poised for growth but seeks to streamline its administrative and operational functions. The goal is to scale efficiently while maintaining its strong commitment to client satisfaction and the owner's work-life balance.

WHAT WE DO :

This residential building company focuses on constructing high-end custom homes, typically valued between $1 million and $2 million. They are renowned for delivering superior quality outcomes, fostering strong client relationships, and operate primarily through direct referrals, established architect partnerships, and their own property developments. Their comprehensive services encompass the entire building process, from initial design concepts to meticulous project handover.

ROLE SCOPE :

This role is critical for enabling the business to scale efficiently and sustainably. By taking ownership of key administrative, operational, and financial support tasks, this position will directly free up the owner's time to focus on strategic growth, client relationships, and high-level project oversight. The successful candidate will be instrumental in establishing robust systems and processes that support current operations and future expansion, directly contributing to the company's ability to take on more projects without compromising quality or work-life balance.

KEY RESPONSIBILITIES :

1. Process supplier and contractor hourly invoices daily in BuildExact, ensuring correct budget allocation.

2. Create and issue purchase orders for materials and subcontractors weekly using BuildExact, as per instruction.

3. Reconcile expense receipts using Dext and integrate with Xero weekly, flagging any discrepancies.

4. Generate basic monthly financial tracking reports from BuildExact / Xero, showing job costs versus budget.

5. Manage and track client payments and project progress claims weekly in BuildExact, flagging upcoming due dates.

6. Draft weekly / bi-weekly client project status updates based on site information and prepare for owner's review and approval.

7. Manage incoming client inquiries via email and phone, escalating urgent matters to the owner daily.

8. Coordinate and schedule client meetings and site visits, sending out confirmations and reminders.

9. Conduct follow-up calls and emails for quotes and preliminary estimates with potential clients weekly.

10. Onboard new trades by collecting and verifying compliance documents (insurances, licenses) as needed.

11. Track and chase HazardCo SWIMS submissions from trades weekly, ensuring all projects are compliant.

12. Maintain and organize digital project documentation (permits, plans, contracts) in a structured cloud-based system daily.

13. Assist with the preparation of handover documents and maintenance schedules for completed projects by compiling product information and client packages.

14. Support the implementation and data migration to new project management software (e.g., Wonderbuild), including setting up client and contractor portals.

15. Document existing and new Standard Operating Procedures (SOPs) for various administrative and project tasks.

16. Update and maintain the Excel scheduling system with current job progress and trade availability weekly.

17. Prepare and send Requests for Information (RFIs) and Requests for Quotes (RFQs) to subcontractors and suppliers for new projects and variations.

18. Chase up outstanding quotes from trades and suppliers via email and phone daily / weekly.

19. Organize and categorize received quotes for owner's review and comparison in BuildExact.

20. Draft preliminary estimates and variations in BuildExact for owner's final review and approval.

Requirements

1. Proven experience in an administrative or operations support role, ideally within the residential building or construction industry.

2. Proficiency with accounting and project management software, specifically Xero and BuildExact.

3. Strong competency in Excel for scheduling, data management, and reporting.

4. Experience with or willingness to learn new software like Dext and Wonderbuild.

5. Exceptional organizational skills and meticulous attention to detail.

6. Proactive and self-motivated with the ability to manage multiple tasks and deadlines independently.

7. Excellent written and verbal communication skills for effective client and trade interactions.

8. A transparent and trustworthy approach to work, valuing open and clear communication.

9. Ability to systemize processes and document procedures for consistency and efficiency.

10. Problem-solving mindset and a desire to contribute to business growth and operational improvements.

11. Understanding of compliance requirements in the construction industry (e.g., insurances, SWIMS).

ADDITIONAL EXPECTATIONS :

1. A transparent and trusting approach to communication and collaboration.

2. A proactive attitude towards identifying and implementing process improvements.

3. Ability to work autonomously and take initiative in managing assigned tasks.

4. Adaptability and openness to exploring and adopting new software and technologies.

5. Strong commitment to quality outcomes and client satisfaction.

6. A keen eye for detail and a methodical approach to administrative tasks.

Benefits

Independent Contractor Perks

Permanent work from home

Immediate hiring

Steady freelance job

Requirements

1. Proven experience in an administrative or operations support role, ideally within the residential building or construction industry. 2. Proficiency with accounting and project management software, specifically Xero and BuildExact. 3. Strong competency in Excel for scheduling, data management, and reporting. 4. Experience with or willingness to learn new software like Dext and Wonderbuild. 5. Exceptional organizational skills and meticulous attention to detail. 6. Proactive and self-motivated with the ability to manage multiple tasks and deadlines independently. 7. Excellent written and verbal communication skills for effective client and trade interactions. 8. A transparent and trustworthy approach to work, valuing open and clear communication. 9. Ability to systemize processes and document procedures for consistency and efficiency. 10. Problem-solving mindset and a desire to contribute to business growth and operational improvements. 11. Understanding of compliance requirements in the construction industry (e.g., insurances, SWIMS).