Job Overview

Our client is looking for a Construction Operations Coordinator who will serve as the central operational hub of the company, responsible for bridging the gap between field operations and back-office administration. By ensuring absolute compliance in job tracking, maintaining real-time financial visibility, and taking over all routine communications, you will directly enable the company to scale efficiently while allowing the owner and site supervisor to focus exclusively on site quality, team performance, and business growth.

Schedule

• Monday - Friday, 8:00 AM - 5:00 PM AEST/AEDT, with 1 hour unpaid/paid break (40 work hours per week)

Responsibilities

• Audit daily activity logs for 5 technicians in Buildxact, ensuring all hours, photos, and site details are accurately captured.
• Accurately enter and track all project variations in Buildxact, drafting variation requests for client approval based on the owner's voice memos.
• Process and categorize incoming supplier invoices in Xero/QuickBooks daily, matching them to specific job costings in Buildxact.
• Reconcile bank and credit card statements weekly, and prepare batch payment files for supplier invoices.
• Triage and prioritize the owner's primary inbox 3 times daily, drafting responses to routine client and supplier inquiries.
• Transcribe the owner's on-the-go voice memos into professional draft quotes, RFIs, and weekly client project updates.
• Shadow the owner to "download their brain" and document existing workflows into comprehensive Standard Operating Procedures (SOPs).
• Proactively follow up with site technicians and the owner to chase down missing documentation, photos, and approvals.

Requirements

• Proven experience as a Virtual Assistant, Administrative Assistant, or similar role, preferably within the construction or trades industry.
• Experience with project management and estimating software (Buildxact experience is a massive plus).
• Proficiency in cloud accounting software, specifically Xero or QuickBooks.
• Exceptional written and verbal communication skills, with the ability to translate rough voice memos into polished client-facing documents.
• Strong organizational skills and meticulous attention to detail, especially regarding financial data and project tracking.
• Assertiveness and confidence to "manage up" by chasing the owner and field team for required information and approvals.
• Experience in systems building and creating step-by-step Standard Operating Procedures (SOPs).

Additional Expectations

• Execute the "10-80-10" rule effectively: the owner provides 10% direction, you handle 80% of the heavy lifting, and the owner does a quick 10% final review.
• Achieve and maintain "Inbox Zero" three times a day to ensure hyper-responsive client communication.
• Act as the primary chaser for site information, proactively pulling data from the team rather than waiting for it.
• Establish a smooth, predictable rhythm for the field team by eliminating dropped administrative tasks.

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.