Offer summary

Qualifications:

Strong organizational skills with attention to detail., Experience with project management or administrative support., Proficiency with Microsoft Office 365 suite., Excellent written and verbal communication skills..

Key responsibilities:

Manage project administration and document flow for multiple construction projects.

Track job profitability by reconciling invoices against budgets and purchase orders.

Support client and team communication, acting as a liaison between stakeholders.

Assist with the implementation of new systems and maintain standard operating procedures.

Job description

This is a remote position.

Job Title: Project Administrator & Systems Coordinator

Work Schedule: Monday to Friday, 9:00am to 6:00pm Sydney Time, with 1 hour unpaid break

Join a forward-thinking sustainable construction company as their Project Administrator & Systems Coordinator. You’ll be at the heart of operations, ensuring smooth project workflows while supporting the implementation of new systems and processes. This role offers the opportunity to make a significant impact by streamlining operations for a company that specializes in energy-efficient building practices with their unique “shade of green” approach. If you thrive in a dynamic environment where your organizational skills directly contribute to business growth and sustainability goals, this position is perfect for you.

Responsibilities

Manage project administration and document flow, ensuring all documentation moves through workflow stages properly
Match and allocate invoices to appropriate job codes and budget lines in Wonder Build, including handling split invoices across multiple projects
Track job profitability by reconciling invoices against budgets and purchase orders
Triage and manage email communications, drafting responses and ensuring timely follow-ups
Support client and team communication, acting as a liaison between stakeholders
Document all processes and create/maintain standard operating procedures (SOPs)
Assist with implementation of new systems including the transition from Dropbox to Office 365 and manual sheets to Wonder Build
Perform daily, weekly, and monthly checks and balances to ensure nothing is missed
Support the operational restructuring by taking on administrative tasks that allow leadership to focus on client relationships and business development

Requirements

Strong organizational skills with attention to detail
Experience with project management or administrative support
Proficiency with Microsoft Office 365 suite
Ability to learn new software systems quickly (Wonder Build experience a plus)
Excellent written and verbal communication skills
Problem-solving mindset with initiative to improve processes
Understanding of basic accounting principles for invoice matching and budget tracking
Ability to work independently while following established processes
Experience with or willingness to learn construction industry terminology

Scopes

Handle all project administration documentation from pre-construction through to completion
Manage communication flow between the company, clients, and subcontractors
Support 10-15 construction projects simultaneously
Process and allocate invoices within 24 hours of receipt
Maintain accurate and up-to-date documentation across all systems
Contribute to the development and implementation of new operational processes
Support the company during a key transition period while a team member is away for 3-4 months