Role Scope:

This role is critical to the company's operational efficiency and profitability.

You will act as the "air traffic controller" between site supervisors, the office administration, subcontractors, and clients, transforming a reactive environment into a highly systematized, proactive operation that allows the business to scale to $18M securely.

Schedule:

• Mondays to Fridays, 8:00 am to 5:00 pm (Australian Eastern Time, 40 hours per week)

Key Responsibilities:

• Extract daily site data (hours, materials, actions) from site supervisors and input it directly into BuilderTrend.
• Audit 12–13 concurrent job files daily to ensure schedules, costs, and daily logs are up-to-date.
• Own and enforce stage Inspection and Test Plans (ITPs) and checklists inside BuilderTrend.
• Process variations efficiently, ensuring operational day rates and margins are correctly calculated and sent for approval within 24 hours.
• Triage incoming calls and manage the shared admin email inbox, ensuring queries are addressed within 30 minutes.
• Send consistent, proactive weekly progress updates to all active clients.
• Chase trades, suppliers, and subcontractors for quotes, RFIs, and practical completion items.
• Reconcile job costings in BuilderTrend against Xero data on a weekly basis.
• Develop comprehensive Standard Operating Procedures (SOPs) and maintain a searchable knowledge base in Microsoft 365/OneDrive.

Requirements:

• Proven experience in administrative, operational, or coordination roles within the construction industry.
• Strong proficiency in BuilderTrend (or similar construction project management software).
• Familiarity with Xero and basic financial reconciliation processes.
• Excellent written and verbal communication skills for professional client and subcontractor management.
• Experience in extracting workflows and creating clear Standard Operating Procedures (SOPs).
• Close attention to detail, specifically regarding project margins, variations, and compliance checklists.
• Tech-savvy with proficiency in Microsoft 365, OneDrive, and cloud-based VoIP systems.

Additional Expectations:

• Maintain a 30-minute response time for triaging urgent inbox and phone queries to drastically reduce interruptions for the business owner.
• Proactively anticipate the data needs of the scheduler and admin team to prevent operational bottlenecks.
• Drive the internal adoption of BuilderTrend, moving utilization from a 4.5/10 to a 9/10 across the team.
• Comfortably handle firm follow-ups with subcontractors to ensure project deadlines and practical completions are met without delay.

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.