Job Overview

Our client is looking for a proactive and highly organized Project Administrator & Bookkeeper (Wunderbuild/Xero) to support their growing construction business. The successful candidate will take ownership of end-to-end email management, financial administration in Xero, and project coordination within the Wunderbuild CRM. This role is designed to streamline operations and remove administrative burdens from the construction management team, ensuring smooth project delivery and healthy business cash flow.

Schedule

• Monday - Friday, 8:00 AM - 5:00 PM AEST (40 work hours per week)

Responsibilities

• Own end-to-end email management across all business accounts (owner, accounts, admin, construction manager), triaging daily communications and drafting responses to ensure nothing falls through the cracks
• Manage the complete invoicing cycle from generation through to collection, including proactive follow-up on overdue payments to maintain healthy cash flow
• Process all supplier bills and expenses in Xero with accurate categorization, ensuring timely payments and proper cost allocation to projects
• Maintain and optimize the Wunderbuild CRM system, updating client records and project statuses, and ensuring accurate tracking of the 30–50 active client conversations
• Coordinate project administration, including preliminary job setups, contract preparation, variation documentation, and tracking of purchase orders against specific jobs
• Conduct outbound calls to chase engineers, contractors, and follow up on RFIs and RFQs, removing this time drain from the construction manager's plate
• Generate regular job profitability and performance reports from Wunderbuild and Xero to provide leadership with clear visibility into business health
• Systematically document all administrative workflows and create Standard Operating Procedures (SOPs) to build a scalable, replicable operational foundation
• Manage safety documentation completion in HazardCo and process handover documentation to ensure compliance and quality standards
• Proactively identify process inefficiencies and recommend improvements to streamline operations across finance, client communication, and project coordination

Requirements

• Proven experience in administrative or operations roles, preferably supporting small business owners or in construction/project-based industries
• Strong bookkeeping skills with hands-on experience using Xero or similar accounting platforms (able to process bills, reconcile accounts, manage invoicing)
• Demonstrated ability to manage multiple email accounts and high-volume communications with excellent written communication skills
• Experience with CRM systems and willingness to become expert-level proficient in Wunderbuild (training provided)
• Comfortable making outbound calls for follow-ups, collections, and coordination with external stakeholders (engineers, contractors, suppliers)
• Exceptional organizational skills with meticulous attention to detail—you naturally close loops and follow through on commitments
• Self-directed and proactive problem-solver who can work independently while knowing when to escalate or seek guidance
• Tech-savvy with the ability to quickly learn new platforms and optimize digital tools for efficiency
• Process-oriented mindset with experience creating documentation, SOPs, or training materials
• Excellent time management skills and ability to prioritize tasks in a dynamic, fast-paced construction environment

Additional Expectations

• Participate in regular check-ins with the business owners and Construction Manager to align on priorities and provide status updates
• Be responsive during business hours for urgent matters that require immediate attention or decision-making
• Maintain strict confidentiality regarding all business, client, and financial information
• Take initiative to identify and implement process improvements without waiting to be directed
• Be comfortable with ambiguity in the initial period as systems are being documented and refined—you'll be helping create the structure
• Commit to learning the construction industry context and terminology to communicate effectively with clients and trade partners
• Show willingness to adapt as the role evolves and the business grows—this position will expand in scope and responsibility over time
• Maintain a professional, friendly communication style that reflects well on the company in all client and stakeholder interactions

Independent Contractor Perks

• Health Insurance Coverage for eligible locations
• Permanent work from home
• Immediate hiring

Note:

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.