Role Scope
This is a critical, high-impact role that will serve as the operational backbone of the company. The successful candidate will be directly responsible for streamlining subcontractor coordination and financial administration, which are the two biggest challenges currently facing the business. Your success in this role will directly restore project profitability, improve operational efficiency, and enable the owner to focus on strategic growth and sales, making you an indispensable partner in the company's future.

Schedule: 8am to 5pm (35 hours or more per week), fixed schedule

Key Responsibilities

• Proactively manage all subcontractor communications, including chasing quotes, confirming schedules, and communicating project updates to prevent delays.
• Handle daily financial administration, including processing supplier invoices, matching them to purchase orders in BuildExact and Xero, and preparing payment batches for approval.
• Support the estimating and pre-construction phase by pre-populating project data into BuildExact, gathering documentation, and organizing tender information.
• Manage the owner's email inbox and calendar, filtering communications, drafting responses, and scheduling appointments to maximize efficiency.
• Transcribe owner's voice memos into actionable tasks and manage their execution, ensuring nothing falls through the cracks.
• Maintain accurate and reconciled financial records in Xero, including bank and credit card transaction reconciliation.
• Develop and document Standard Operating Procedures (SOPs) for all key administrative and coordination tasks to build a resilient operational framework.

Requirements

• Proven experience as a Project Coordinator, Construction Administrator, or a similar role within the construction industry.
• High proficiency in Xero for bookkeeping, including invoice processing, payments, and reconciliation.
• Experience with construction management software is essential; direct experience with BuildExact is highly advantageous.
• Exceptional communication skills with the confidence to proactively chase and coordinate with subcontractors, suppliers, and other stakeholders via phone and email.
• Demonstrated ability to work autonomously, take initiative, and manage competing priorities in a high-pressure environment.
• Meticulous attention to detail, especially when handling financial data and project schedules.
• Proficiency in Google Workspace (Gmail, Calendar, Chat, Drive) for communication and file management.
• Experience in creating and maintaining process documentation (SOPs).

Additional Expectations

• Actively identify operational bottlenecks and propose practical, technology-driven solutions for improvement.
• Be comfortable receiving direction via informal methods like voice memos and independently structuring them into executable tasks.
• Maintain a calm and professional demeanor while managing the high-stress, fast-paced nature of the construction industry.
• Commit to building a robust knowledge base by meticulously documenting workflows and key business processes.
• Show a high degree of adaptability and a problem-solving mindset to navigate unforeseen project challenges.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health insurance coverage for eligible locations

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.