Project Administrator / Virtual Assistant (MP)

This is a remote position.

Work Schedule: Monday to Friday 8:00am to 5:00pm Sydney Time with 1 hour unpaid break.

Job Type: Full-time

• Process and match supplier/subcontractor invoices to specific jobs in BuilderTrend within 24 hours of receipt
  
• Maintain accurate job profitability tracking and reporting through BuilderTrend and Xero integration
  
• Document and track all trade communications, ensuring clear three-way communication between trades, site supervisor, and management
  
• Support variation tracking and documentation in project management system
  
• Upload and organize project plans and documentation in BuilderTrend
  
• Process and track RFIs and RFQs from contractors
  
• Manage email communications with architects, clients, and trades
  
• Prepare and process pay runs on appropriate due dates
  
• Support basic quoting administration and document preparation
  
• Maintain systematic documentation of all project-related communications and decisions
  

Scopes:

• Process 100% of invoices within 24 hours of receipt
  
• Maintain up-to-date job profitability reporting
  
• Support projects ranging from $500K to $1.2M in value
  
• Handle documentation for projects with 12-18 month timelines
  
• Manage communication flow for multiple concurrent renovation projects
  
• Support site supervisor with administrative backup
  
• Create transparent documentation of all trade communications and agreements
  

Requirements

• Strong experience with construction project administration
  
• Proficiency with project management software (BuilderTrend experience preferred)
  
• Experience with accounting software (Xero preferred)
  
• Excellent attention to detail, particularly with financial documentation
  
• Strong written and verbal communication skills
  
• Ability to maintain organized documentation systems
  
• Understanding of construction terminology and processes
  
• Self-motivated with ability to work independently
  
• Strong problem-solving skills and proactive mindset
  

Required Skills:

• Proficiency in BuilderTrend/BuilderExact for job costing, invoice matching, and project management
  

• Strong attention to detail for accurate invoice processing and job cost tracking
  

• Experience with Xero accounting software for invoice processing and financial management
  

• Ability to maintain organized documentation systems for project plans and communications
  

• Strong written communication skills for trade contractor correspondence
  

• Experience processing construction-related invoices and purchase orders
  

• Ability to handle multiple projects simultaneously while maintaining accuracy
  

• Proficiency in managing and organizing digital documentation (plans, RFIs, variations)
  

Benefits

• Permanent work from home
  
• Immediate hiring
  
• Steady freelance job