Job Overview:

Our client is looking for a pivotal, highly autonomous Construction Project & Finance Coordinator (Xero & Wonderbuild) to bridge financial administration, project coordination, and business systemization. You will act as the operational linchpin, supporting site supervisors, proactively managing client communications, and taking over critical financial tasks. Your work will directly enable the business owners to step back from daily operations and focus on strategic growth and business development.

Schedule:

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

Responsibilities:

• Manage job profitability tracking by accurately matching incoming supplier and contractor invoices to individual job budgets in Xero and Wonderbuild.
• Perform daily financial data entry tasks, reconcile bank statements weekly, and assist with the preparation of progress draws and payment schedules.
• Conduct daily job auditing in Wonderbuild to ensure site supervisors are logging hours, next actions, and critical safety documentation.
• Update and manage 10, 16, and 20-week construction schedules based on site progress and voice memo updates from supervisors.
• Act as the central point of contact for chasing engineers, contractors, and site teams for updates and deliverables.
• Draft weekly client updates, variations, and preliminary agreements based on brief notes or voice memos from leadership.
• Extract and document current operational knowledge to create comprehensive, step-by-step Standard Operating Procedures (SOPs) for the back office.

Additional Expectations:

• Proactively identify areas for process improvement and independently draft solutions to streamline workflows.
• Maintain a high degree of accuracy and attention to detail in financial data entry and job profitability tracking.
• Actively drive the migration of file management systems to Google Workspace and assist in rolling out a new client portal.
• Demonstrate high reliability, acting as a trusted gatekeeper for the leadership team's inbox and schedule.

Requirements:

• Proven experience in administrative support, bookkeeping, or operations, ideally within the construction industry.
• Proficiency with Xero for financial data entry, invoice matching, and bank reconciliations.
• Experience using construction management software (experience with Wonderbuild and BuildExact is a strong advantage).
• Strong technical aptitude with Google Workspace and the ability to adapt to new technologies and AI tools.
• Excellent written and verbal communication skills, with the ability to proactively manage client and stakeholder updates without needing to be micromanaged.
• High level of initiative and the ability to translate voice memos or rough bullet points into professional, finalized documents.
• Experience in creating, documenting, and implementing Standard Operating Procedures (SOPs).

Independent Contractor Perks:

• Permanent work from home
• Immediate hiring
• Steady freelance job
• 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.