About the Role:

We are seeking a highly organised, detail-oriented, and proactive Project Administration & Operations Coordinator to join an established boutique project delivery and consulting firm based in Sydney, Australia.

Working directly with the Director, you will play an important role in supporting the administrative, operational, financial, and project coordination functions of the business. You will help ensure projects are set up correctly, financial and administrative processes are completed accurately, and day-to-day priorities are managed efficiently.

This role is ideal for someone who enjoys structure, takes pride in accuracy, and can work independently within established processes. You will be trusted to take ownership of administrative tasks, project coordination, basic bookkeeping, client records, and operational follow-ups.

The business values precision, proactive communication, accountability, and well-organised workflows. The successful candidate will be someone who can stay ahead of deadlines, identify what needs to be done, and keep the Director informed without requiring constant supervision.

Schedule:

• Monday to Friday, 9:30 am to 6:00 pm (Australian Eastern Time), with a 1-hour unpaid break (37.5 hours per week)

Key Responsibilities:

• Project Administration & Coordination
• Provide daily administrative and project coordination support to the Director.
• Assist with the initial setup of new projects and ensure all required information is accurately recorded.
• Create, assign, and track project milestones and tasks using Asana.
• Monitor project timelines, follow up on outstanding tasks, and provide regular progress updates.
• Maintain organised and up-to-date project documentation.
• Support the Director with general project administration and coordination as required.
• Ensure project information is accurately captured across relevant systems.
• Finance & Bookkeeping
• Assist with basic bookkeeping and day-to-day financial administration using Xero.
• Prepare and issue project kick-off invoices following approved processes.
• Prepare professional fee proposals and process formal fee acceptances.
• Manage accounts receivable and monitor outstanding invoices.
• Proactively follow up on overdue payments and maintain accurate payment records.
• Issue quotes and update payment statuses in relevant systems.
• Maintain accurate financial documentation and records.
• Assist with other basic finance and administrative tasks as required.
• CRM & Data Management
• Maintain accurate and organised records within HubSpot CRM and Asana.
• Perform regular data entry, record updates, and database maintenance.
• Ensure client, project, contact, and financial information is complete and up to date.
• Maintain consistent data quality across business systems.
• Follow established procedures for document management and information handling.
• Project & Technical Support
• Review basic architectural and engineering drawings to identify and extract relevant project information.
• Assist with initial project scope and administrative setup based on project documentation.
• Develop an understanding of project requirements and ensure key information is correctly recorded.
• Coordinate project information between the Director and relevant stakeholders where required.
• Business & Marketing Support
• Source relevant industry articles, news, and content for business use.
• Format and schedule LinkedIn content to support the company's professional brand and visibility.
• Assist with sourcing talent-related content and industry updates.
• Support general business development and marketing administration as required.
• Communication & Administration
• Maintain clear, concise, and responsive communication with the Director throughout the working day.
• Provide regular updates on task progress, priorities, and deadlines.
• Proactively flag issues, delays, missing information, or items requiring attention.
• Manage multiple administrative priorities while maintaining accuracy and professionalism.
• Handle confidential business, financial, client, and project information appropriately.

Required Skills & Experience:

• Previous experience in administration, project coordination, operations, or a similar support role.
• Previous administrative experience within architecture, engineering, construction, property development, or a related industry is highly desirable.
• Basic bookkeeping experience, including invoice processing and accounts receivable.
• Hands-on experience using Xero or a similar accounting platform.
• Strong proficiency in Microsoft Office, particularly Word, Excel, and Outlook.
• Experience with CRM and project management platforms such as HubSpot and Asana, or demonstrated ability to quickly learn new systems.
• Ability to read and interpret basic architectural and engineering drawings.
• Excellent written and verbal English communication skills.
• Strong attention to detail and a high level of accuracy.
• Excellent organisational and time-management skills.
• Ability to manage multiple priorities and meet deadlines.
• Strong follow-through and accountability.
• Ability to work independently and proactively with minimal supervision.
• Reliable internet connection and suitable work-from-home setup.

Highly-Regarded:

• Mandarin language proficiency.
• Experience with professional services businesses.
• Experience managing accounts receivable and overdue invoice follow-ups.
• Familiarity with project delivery, consulting, architecture, engineering, construction, or property development workflows.
• Experience using LinkedIn for business research, sourcing, or content management.

The Ideal Candidate:

We are looking for someone who is organised, reliable, proactive, and highly detail-oriented.

The ideal candidate:

• Takes ownership of tasks rather than waiting to be instructed at every step.
• Has excellent attention to detail and checks their work carefully.
• Is comfortable working with numbers, invoices, databases, and project information.
• Can follow established processes while identifying opportunities to improve efficiency.
• Communicates clearly and keeps the Director informed of progress.
• Is confident managing competing priorities and deadlines.
• Is comfortable learning and working across multiple software platforms.
• Can handle sensitive and confidential information professionally.
• Has a strong sense of accountability and follows tasks through to completion.
• Enjoys working in a structured environment where accuracy and reliability are highly valued.

What Success Looks Like:

Success in this role means keeping the business's projects, administration, financial processes, and information organised and running smoothly.

You will be successful when you:

• Projects are set up accurately and efficiently.
• Asana tasks and project milestones are kept up to date.
• Invoices, quotes, and fee proposals are processed accurately and on time.
• Overdue invoices are proactively followed up.
• Xero, HubSpot, and Asana records remain accurate and organised.
• The Director has clear visibility of task progress and upcoming priorities.
• Project information is accurately captured and easy to locate.
• Administrative deadlines are consistently met.
• Communication is prompt, professional, and proactive.
• You can independently manage your responsibilities without requiring constant supervision.

Independent Contractor Perks:

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note:

• Please click the Apply Now 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.

Important Disclaimer

BruntWork never charges fees for applying or any part of the hiring process—it is 100% free. If you are ever asked for payment, please stop and report it immediately to our official email address through the ‘Contact Us’ form on our official BruntWork website.