Job Overview

Our client is looking for a Construction Admin Coordinator to own the end-to-end back-office administration, bridging the gap between on-site operations, financial tracking, and pre-construction compliance. By taking over these critical workflows, you will enable the leadership team to focus entirely on high-level project execution and transition toward a 4-day work week.

Schedule

• Monday - Friday, 8:00 AM - 5:00 PM Sydney Time, with 1 hour unpaid break (40 work hours per week)

Responsibilities

• Match incoming supplier invoices to budget items in Wonderbuild and maintain accurate Work-in-Progress (WIP) tracking for monthly reviews.
• Draft residential building contracts, preliminary agreements, and variation documentation for client approval.
• Act as the primary chaser for quotes and RFIs, following up with subcontractors and architects via phone and email.
• Triage the owner's daily email inbox, archiving non-essentials and preparing 'tick and flick' draft responses.
• Transcribe and action 30-second voice memos from the site team, turning them into Wonderbuild tasks, notes, and schedule updates.
• Migrate and maintain the project schedule as a fully updated, color-coded Gantt chart in Wonderbuild.
• Verify and file compliance documentation, including ITP checklists and site diaries.
• Extract unwritten business knowledge to create and maintain comprehensive Standard Operating Procedures (SOPs).

Requirements

• Proven experience in contract administration, construction administration, or a similar operational role.
• Familiarity with construction project management software (Wonderbuild experience is a massive plus) and accounting software like Xero.
• Strong understanding of construction workflows, including WIP tracking, RFQs, RFIs, and compliance documentation.
• Exceptional written and verbal communication skills for confidently chasing subcontractors and architects.
• High level of tech-savviness, with the ability to quickly adapt to new tools like AI voice-to-text workflows.
• Outstanding organizational skills and a meticulous eye for detail in financial administration and contract preparation.

Additional Expectations

• Proactively manage the transition of physical schedules to automated digital platforms.
• Work highly autonomously to build a searchable back-office blueprint within the first 8-12 weeks.
• Comfortably handle rapid communication loops, including processing daily voice memos into structured data.
• Maintain a high degree of accuracy to ensure profitability reports and WIP calculations are 100% correct for the CFO.

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.