Administrative Assistant & Project Coordinator (PMP)

Job Description

This is a remote position.

Work Schedule : Monday to Friday 8 : 00am to 5 : 00pm Sydney Time with 1 hour unpaid break.

Overview

Join a growing Australian construction company specializing in presale makeovers and renovations as their Administrative Assistant & Project Coordinator. You’ll be the backbone of operations, managing communications, financial administration, and project documentation while working with cutting-edge tools like BuilderTrend and Xero. This role offers the opportunity to streamline processes, implement automation solutions, and directly contribute to the company’s growth from 4 to 6 project managers. You’ll work closely with leadership to develop SOPs and create systems that will scale the business efficiently.

Responsibilities :

• Manage all inbox communications including client emails, agent correspondence, and vendor bills with 100% daily clearance (inbox zero)
• Respond to all client and team communications within 60 minutes during business hours
• Accurately assign all incoming bills and invoices to correct projects within BuilderTrend
• Verify all expenses against project schedules for completeness and accuracy
• Generate weekly client invoices for completed work and purchase items
• Maintain precise job costing and budget tracking across all active projects
• Conduct comprehensive job auditing including timesheets, variations, costs, and allowances
• Maximize BuilderTrend platform usage including document management, budget tracking, and staff timesheets
• Support quality control processes across all projects ensuring complete documentation
• Maintain and coordinate project schedules across multiple simultaneous projects
• Document and standardize all operating procedures and workflows starting with own role
• Create comprehensive SOPs for communication, financial, and operational tasks
• Identify automation opportunities to improve efficiency across business processes
• Maintain and update procedure documentation within SharePoint knowledge base
• Support quote preparation process using AI tools and predefined templates
• Assist with client consultation follow-up and quote turnaround optimization
• Track and follow up on aging receivables to minimize outstanding payments
• Provide proactive project status updates to clients and referring agents

Scopes :

Requirements

Independent Contractor Perks

ZR_28876_JOB

Requirements

Advanced proficiency in QuickBooks Online HR experience with an AU-based client / company Strong understanding of Australian bookkeeping practices, including BAS Excellent communication and documentation skills Detail-oriented, self-managed, and highly organized Ability to proactively identify and solve problems Previous experience supporting trade businesses is a strong advantage Independent Contractor Perks Permanent remote role with a collaborative team culture Opportunity to make a meaningful impact on business growth and stability Access to backup support and documented processes for smooth operations Be part of a company that values proactive communication and reliability Immediate hiring ZR_24527_JOB