Construction Operations Administrator (KC)

Job Description

This is a remote position.

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

Join a growing construction company specializing in high-end renovations, where your technical expertise and organizational skills will directly support project success. You’ll be working closely with a builder known for exceptional workmanship and strong trade relationships, helping streamline pre-construction, estimating, accounting, and administrative workflows.

This role is ideal for someone with a background in architecture, civil engineering, construction management, or related fields, who is eager to contribute to accurate estimations, organized project documentation, and efficient construction operations. You’ll be joining a team that values transparency, ownership, and systemization—offering you the opportunity to make a meaningful impact on both process and project outcomes.

Responsibilities :

Pre-Construction & Project Administration

Manage and organize all documentation during the pre-construction phase.

Ensure all project documents are complete, accurate, and ready before each construction stage.

Maintain systematic filing for all project-related materials.

Estimating Support

Assist the builder with take-offs, material breakdowns, and labour estimates for smaller-scale projects.

Support coordination with external estimators (e.g., V2E) for larger projects.

Track and document project adjustments, variations, and scope changes.

Progress Claims & Invoicing

Process progress claims and invoices within 24 hours of stage completion.

Set up and maintain stage payment schedules in Wonder Build.

Prepare supporting documents for claims and ensure accuracy before submission.

Scheduling & Project Tracking

Maintain accurate project schedules from pre-construction through completion.

Monitor milestones and communicate updates internally as needed.

Quality & Compliance Documentation

Process and organize quality control certificates, warranties, and compliance documents.

Assist with final council sign-offs, certification collection, and handover documents.

Client Communication Support

Prepare client-facing documentation and assist in maintaining clear, timely communication throughout the project lifecycle.

Accounting Support (Potential Expanded Scope)

Depending on client direction, this may include :

Handling accounting tasks currently managed outside of Xero.

Collaborating with the Accounts Team as they transition to a smaller involvement.

Supporting financial tracking, cost documentation, and reporting.

Scopes of Work

Pre-construction phase documentation and management

Estimating support for small projects; coordination with external estimators

Progress claims and invoicing

Maintenance and updating of project schedules

Quality control and compliance documentation management

Client communication support

Development and improvement of construction administration systems

Project documentation organization

Optional / Client-Dependent : accounting support outside of Xero

Requirements

• Background in architecture, civil engineering, construction management, or similar (preferred).
• Experience with construction management software, especially Wonder Build.
• Strong understanding of construction terminology, workflows, and documentation requirements.
• Experience handling progress claims, invoicing, and stage payment processes.
• Excellent attention to detail and strong organizational habits.
• Ability to maintain accurate, systematic documentation across multiple projects.
• Strong written and verbal communication skills.
• Ability to work independently, take ownership, and proactively solve problems.
• Understanding of construction quality control processes and compliance documentation.
• Basic accounting knowledge is an advantage.

Independent Contractor Perks

ZR_29731_JOB