Construction Administrative and Operations Coordinator

This is a remote position.

Work Schedule: Monday to Friday 9:00am to 6:00pm Sydney Time with 1 hour unpaid lunch break

Join a thriving waterproofing and joint sealing company as they expand into larger commercial and government projects. In this pivotal role youll be the backbone of our operations streamlining processes and enabling our growth. Youll have the opportunity to implement new systems manage diverse projects and directly contribute to our success.

Role Overview: Provide comprehensive administrative and operational support enabling the company to focus on strategic growth quality control and client relationships. Streamline processes enhance financial tracking ensure compliance and support expansion into larger projects.

Responsibilities:

1. Communication Management:
   

• Manage all incoming communications and respond promptly to inquiries.
  

• Provide regular project status updates to clients.
  

• Assist in preparing quotes estimates and tenders.
  

2. Financial Management:
   

• Generate invoices and track payments using Xero.
  

• Assist with job costing and profitability analysis.
  

• Support the transition from subcontractor to employee payroll.
  

3. Operations and Compliance:
   

• Process and file all compliance documentation.
  

• Coordinate job scheduling site visits and team assignments.
  

• Maintain organized records for all projects.
  

4. Systems and Processes:
   

• Implement and maintain a comprehensive job management system.
  

• Set up and manage field communication systems.
  

• Document and update Standard Operating Procedures (SOPs).
  

5. Business Development Support:
   

• Assist in preparing materials for tenders especially for government contracts.
  

• Support potential business entity separation.
  

• Help manage documentation requirements for larger projects.
  

6. Project Management Support:
   

• Assist with daytoday project tracking.
  

• Coordinate with other trades on large projects.
  

• Prepare and distribute project schedules and updates.
  

Core Role Outcomes:

1. Communication:
   

• You are on top of messages.
  

• You meet deadlines and provide project status updates.
  

• You have assisted in quotes and estimates.
  

2. Financial Management:
   

• Invoices are correct and ontime and payments are tracked.
  

• You know our payroll process.
  

3. Operations/Compliance:
   

• You have an organized job calendar.
  

• Records and documents are ready and organized for audits.
  

4. Systems/Processes:
   

• You are knowledgeable enough of our job systems that you can maintain them
  

• SOPs are updated.
  

Requirements

• Strong organizational skills and attention to detail.
  

• Excellent communication abilities.
  

• Proficiency in Xero and Microsoft Office suite.
  

• Experience in construction industry administration.
  

• Knowledge of compliance documentation in the construction sector.
  

• Familiarity with project management software preferably Systa.
  

• Ability to manage multiple tasks efficiently.
  

• Proactive problemsolving skills and adaptability.
  

• Understanding of job costing and financial analysis principles.