Overview:

Our client is seeking a dedicated Senior Construction Project Administrator (Buildxact & Operations) to transform the business's administrative efficiency and enable sustainable growth. In this critical operational role, you will be responsible for the complete back-office operations of an active construction company, managing the intersection of project scheduling, trade coordination, site communication, and digital systems. Success in this role means the owner can focus entirely on site work and business development while having complete confidence that all administrative functions are running flawlessly.

You'll handle everything from the moment a new lead arrives through project scheduling, trade coordination, and ongoing site support. This position requires someone who can build robust systems from existing chaos, document everything for scalability, and maintain those systems with precision. Within 3 weeks, you should be independently handling 80% of routine tasks using the SOPs you've helped create. The ultimate measure of success is enabling the owner to completely disconnect when needed—whether on-site or on holiday—knowing the back-end operations continue seamlessly.

Schedule: Monday - Friday, 8:00 AM - 5:00 PM Sydney, AU Time Zone | With 1 hour unpaid break (40 work hours per week)

Responsibilities:

• Own the Buildxact scheduling system completely—update project timelines, allocate trades, and maintain 100% schedule accuracy without owner intervention
• Monitor dedicated WhatsApp group and translate owner's field voice notes into organized job folders, schedule updates, and actionable tasks within 2 hours
• Create and organize comprehensive project folders immediately upon receipt of new drawings or franchise leads in the collaborative inbox
• Track all outgoing estimate requests to electricians, plumbers, tilers, and other sub-trades with 100% accuracy in a dedicated tracking system
• Execute proactive follow-ups on pending quotes every 48 hours via phone or email to ensure timely pricing submissions
• Collate and enter all received sub-trade quotes into Buildxact, preparing summary reports for owner review and approval
• Troubleshoot and manage Trello access for the 6-person site crew and site manager, ensuring 100% successful logins
• Upload all project plans, drawings, safety documents, and material lists to Trello job boards for easy mobile access by site personnel
• Serve as the administrative bridge between back office and site manager, reducing the site manager's calls for information by 75%
• Manage and filter the collaborative office email inbox daily, prioritizing urgent communications and head office leads
• Document all administrative workflows into comprehensive Standard Operating Procedures (SOPs) during initial onboarding
• Create detailed SOPs for Buildxact scheduling, folder creation, and sub-trade follow-up processes to build a scalable administrative playbook

Requirements:

• Proven experience with project management or construction administration (construction industry experience highly preferred)
• Advanced proficiency with cloud-based project management software (Buildxact experience is a significant advantage)
• Strong technical aptitude with ability to quickly learn and troubleshoot software platforms including Trello, Google Drive, and collaborative tools
• Excellent organizational skills with meticulous attention to detail and ability to manage multiple concurrent projects
• Demonstrated ability to create clear, comprehensive process documentation and Standard Operating Procedures
• Exceptional follow-up skills with a proactive, self-starting approach to task management
• Strong written and verbal communication skills for professional interaction with trades, site personnel, and head office
• Comfortable making phone calls to sub-trades and following up on outstanding quotes persistently but professionally
• Ability to work independently with minimal supervision once systems are established.
• Experience managing shared inboxes and prioritizing communications effectively
• Problem-solving mindset with ability to identify inefficiencies and suggest process improvements
• Reliable internet connection and professional home office setup for consistent remote work

Additional Expectations:

• Participate in comprehensive initial "brain download" sessions to extract and document current processes from the owner
• Maintain 100% schedule accuracy in Buildxact without requiring manual owner data entry
• Achieve consistent 2-hour turnaround time on translating WhatsApp voice notes into organized folders and updates
• Complete 48-hour follow-up cycle on all pending sub-trade quotes without exception
• Reduce site manager information requests by 75% within first month through proactive Trello management
• Build a complete digital playbook of Renovare's back-office operations within first 6 weeks
• Demonstrate initiative in identifying process improvements and system optimization opportunities
• Maintain professional, persistent communication with sub-trades to ensure timely quote submissions
• Provide technical support to site personnel with patience and clear instructions
• Safeguard business continuity by ensuring all processes are documented and not dependent on owner's direct involvement

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.