Overview:

Our client is looking for an Construction Operations & Project Coordinator (Xero | Buildertrend) to serve as the administrative engine of the business. In this role, you will own the flow of information between clients, subcontractors, suppliers, and the onsite team, while maintaining the accuracy of records behind every project.

You are expected to chase, close out, and confirm tasks-- ensuring every item is finished by you or delegated to a named person with a due date and tracked until completion. Standard operating procedures (SOPs) are maintained for most tasks; you will be expected to work within current procedures and raise any ambiguities or discrepancies with your manager.

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

Responsibilities:

Client and Stakeholder Communication

• Answer, return, and make calls to clients, prospective clients, subcontractors, and suppliers.
• Manage the shared inbox to zero actioned. Every email is either resolved, delegated with a due date, or
• scheduled with a task attached.
• Respond to all client emails and messages within one business day, even if the response is an
• acknowledgement with a committed timeframe.
• Forward and log job-related emails into Buildertrend against the correct job so all job communication sits in one place
• Communicate with NDIS support coordinators, plan managers and occupational therapists on participant projects
• Chase client finishing item selections against the schedule deadline and escalate when a deadline is at risk
• Keep clients informed proactively at each project stage rather than waiting to be asked

Lead Management and CRM

• Own TradieHub as the single source of truth for leads. No opportunity sits without a next action and a due date
• Respond to and call all new enquiries within the agreed response window
• Conduct discovery calls with new clients, and enter the lead into the system to the current documented process
• Progress opportunities through each pipeline stage and keep stage status current at all times
• Book onsite visits and estimating appointments, including home modification requests, and confirm them with the client and the attending staff member
• Follow up on unaccepted proposals on a weekly cycle until a decision is obtained
• Manage declined proposals, record the reason for loss, and archive the opportunity correctly
• Maintain existing client records and re-engage past clients as directed

Job Setup and Project Administration

• Convert accepted proposals into live jobs in Buildertrend with complete setup, including Aged Care and NDIS specific setup where applicable
• Create the job document folder structure to the SilverPeak filing standard
• Import and file site visit photos against the correct job
• Set up the scope of works in daily logs at job commencement
• Complete pre-start administrative preparation and confirm the start date with the client and trades
• Raise purchase orders to subcontractors and suppliers, and confirm acceptance.
• Monitor daily logs, follow up missing logs with site supervisors, and extract client-facing updates from them
• Document variations, issue them for written client approval, and confirm approval is received before work proceeds
• Manage timesheets, check them against site attendance and submit them for approval ahead of payroll
• Complete job costings on finished projects and report variances to the Director

Scheduling and Trade Coordination

• Confirm the trade schedule ahead of each stage so every subcontractor has confirmed attendance in writing before the date
• Follow up trades who have not confirmed and escalate unfilled dates before they affect the program
• Communicate schedule changes to clients, trades and site supervisors as soon as they are known
• Track team location and job allocation, and support site supervisors with scheduling information
• Order finishing items and materials to the schedule, confirm delivery dates, and confirm actual delivery to site (An order is not complete until delivery is confirmed)

Contracts, Permits and Compliance

• Prepare, issue and finalise building contracts, track signing and file executed copies
• Request building permit quotes, prepare permit submissions, upload documents to the portal and track through to issue
• Prepare finishing item selection documentation for painting, plumbing, electrical and tiling. This is documenting and issuing the selections, not making them
• Request and maintain subcontractor compliance certificates covering ABN, GST registration, public liability insurance, workers compensation or personal accident cover, licences and SWMS
• Chase expiring documents before they lapse
• Manage external provider compliance, and receive, verify and upload company compliance documents as required
• Arrange Domestic Building Insurance per job where required and hold evidence on file before work starts
• Book building surveyor inspections at the mandatory notification stages and track through to final certificate.
• Maintain NDIS documentation including service agreements and participant records

Finance and Bookkeeping

• Accounts payable: Process supplier and subcontractor invoices through the Buildertrend cost inbox and into Xero, matched to purchase orders and jobs. Query discrepancies before approval
• Process trade account invoices, including Bunnings, across both Xero and Buildertrend.
• Reconcile supplier statements monthly and apply credit notes correctly
• Maintain supplier pricing, and process price adjustments and supplier price updates as they are issued
• Accounts receivable: Prepare and issue progress claims and client invoices in line with contract stages, including NDIS plan managed and agency managed invoicing requirements
• Bank reconciliation completed weekly, with every unreconciled item explained rather than left sitting
• Follow up aged receivables on a set cycle and escalate debts beyond the agreed ageing threshold
• Process payroll, enter and approve superannuation, and maintain leave accruals to the payroll calendar
• Prepare and provide data for BAS, IAS, superannuation guarantee deadlines and the Taxable Payments Annual Report
• Maintain the deadline calendar for all lodgements and flag each one in advance of the due date

Project Closeout, Warranty and Aftercare

• Complete project closeout in Buildertrend, including final costings, final invoicing and job status
• Assemble and deliver client handover packs covering warranties, maintenance guide, certificates and manuals
• Run the after-handover process to the documented procedure
• Issue the client satisfaction survey and record and report the responses
• Set up and schedule warranty walkthroughs in warranty.silverpeak.com.au
• Log client callbacks and defects, assign them to a named person and track them through to closure
• Confirm defect resolution with the client and close the record

Team and Business Support

• Support staff recruitment, selection, onboarding and induction alongside Rebecca, including documentation,
• system access and induction tracking
• Create and schedule social content across Facebook and Instagram
• Maintain the SilverPeak Construction capability statement and issue it on request
• Support continuous improvement of standard operating procedures by reporting gaps, duplicates and out-of-date content to your manager

Requirements:

• Minimum of 3 years of experience in an administration, bookkeeping or operations coordination role, ideally supporting an Australian business
• Demonstrated Xero experience across accounts payable, accounts receivable, payroll and bank reconciliation (This is a firm requirement)
• Excellent spoken and written English. This role calls Australian clients directly, and confidence on the phone is essential
• Strong working knowledge of Google Workspace and Microsoft Office
• Proven ability to manage competing deadlines across multiple systems without supervision
• High attention to detail with a track record of accuracy in financial or compliance work
• Comfortable chasing people, including tradespeople and suppliers, and persistent in following up
• Able to follow written procedures precisely and consistently

Nice-to-Have Requirements:

• Experience in residential building, renovation, trades or construction administration
• Working knowledge of Buildertrend or an equivalent construction management platform
• Familiarity with Australian construction terminology, contracts and permit processes
• Exposure to NDIS, aged care or disability services administration
• Experience with CRM platforms and pipeline management
• Comfortable with Canva, Meta Business Suite and social media scheduling

Technical and Workspace Requirements:

• Reliable primary internet connection with a minimum of 25 Mbps and a documented backup connection
• Backup power arrangement sufficient to cover typical outages during Melbourne business hours
• Quiet, private workspace suitable for client calls with no background noise
• Computer capable of running multiple browser-based platforms concurrently, with dual monitors preferred
• Quality noise-cancelling headset with microphone, and a working webcam

Working Standards:

These are the conditions of the role and are not negotiable.

• You own outcomes, not tasks: Where a responsibility is assigned to you, you are the single accountable person for the result
• Filing is not actioning: An email is only complete when the underlying task is resolved or delegated with a due date
• Work to the documented procedure: Where no procedure exists, or two procedures conflict, escalate rather than improvise
• Raise problems early: A flagged delay is manageable. A hidden one is not
• Say what you have not done: Reporting an incomplete task honestly is expected and carries no penalty
• Misreporting it does: Confirm rather than assume. Deliveries, approvals, trade attendance and bookings are confirmed in writing before being marked complete
• Work is documented in the relevant system, not held in personal notes or memory

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.

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