Job Overview

Our client is looking for a Construction Operations Administrator to fill a pivotal role designed to significantly reduce the administrative burden on the owner-operators, allowing them to shift from working in the business to working on the business. By systemizing core processes, managing critical data, and streamlining communications, this role will directly support business growth, improve operational efficiency, and enhance the leadership team's work-life balance. The successful candidate will play an instrumental role in building the foundational administrative systems needed to support future business expansion and operational resilience.

Schedule

• Monday - Friday, 8:00 AM - 5:00 PM AEST (40 work hours per week)

Responsibilities

Financial Administration

• Manage and process incoming supplier invoices, ensuring accurate entry and matching within job management and accounting software (WunderBuild, MYOB, and Xero).
• Support the seamless transition and integration of financial data from MYOB to Xero.
• Perform regular bank and credit card statement reconciliations.
• Assist with payroll preparation by accurately processing and submitting timesheet data.
• Handle general financial administration tasks, including bill management and payment scheduling.

Inbox and Communications Management

• Triage and manage main email inboxes, drafting routine responses and escalating critical communications when necessary.
• Coordinate with suppliers regarding material orders, deliveries, and invoicing queries.
• Manage client communication touchpoints, including project progress updates and scheduling.

Project and Job Management

• Accurately enter and maintain all project-related data, including new jobs, variations, and costs, within WunderBuild.
• Process and approve team timesheets efficiently within WunderBuild.
• Generate regular job costing and profitability reports from WunderBuild to provide key business insights.
• Conduct regular data integrity checks to ensure WunderBuild remains the single source of truth for project information.

Technology and Process Improvement

• Drive the implementation and ongoing use of AI tools, such as Claude, to support process automation and systemization.
• Identify opportunities to streamline workflows and improve operational efficiency through technology.

Documentation and Knowledge Management

• Document existing administrative and operational workflows into clear and practical Standard Operating Procedures (SOPs).
• Create and maintain a searchable knowledge base containing key operational details, supplier information, and client preferences.

Requirements

• Proven experience in an administrative, financial, or operations support role, ideally within the construction or trades industry.
• Proficiency in job management software such as WunderBuild, Procore, or BuildExact, and accounting software such as MYOB and Xero.
• Demonstrated tech-savviness and a proactive approach to adopting and leveraging new technologies, including AI tools for systemization.
• Exceptional organizational skills and meticulous attention to detail, particularly in financial data entry and reconciliations.
• Strong written and verbal communication skills for email management, supplier coordination, and client interactions.
• Ability to work independently, take initiative, and drive projects forward with minimal supervision.
• Strong problem-solving skills, with the ability to translate undocumented or informal processes into clear, structured procedures.
• Basic understanding of accounting principles and financial administration.
• Commitment to maintaining the business's reputation and supporting growth through efficiency and systemization.

Additional Expectations

• Proactively identify opportunities for process improvement and automation.
• Demonstrate resourcefulness and the ability to troubleshoot minor technical issues related to software integration.
• Take ownership and accountability for assigned tasks and deliverables.
• Show willingness to learn and adapt to new systems and technologies.
• Demonstrate excellent time management skills and the ability to manage multiple priorities effectively.

Independent Contractor Perks 

• Permanent work-from-home setup
• Immediate hiring
• Health insurance coverage for eligible locations

*Pay can be received in USD if you have a USD account.

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.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.