Project Coordinator

Work Schedule: Monday to Friday, 8:00 am to 5:00 pm Sydney Time with 1 hour unpaid break. Job Type: Full-time Overview : Join one of our clients, an Australian construction company specializing in presale makeovers and renovations, as their Administrative Assistant & Project Coordinator. You’ll be the backbone of operations, managing communications, financial administration, and project documentation while working with cutting‑edge tools like BuilderTrend and Xero. This role offers the opportunity to streamline processes, implement automation solutions, and directly contribute to the company’s growth from 4 to 6 project managers. You’ll work closely with leadership to develop SOPs and create systems that will scale the business efficiently. Responsibilities Manage all inbox communications, including client emails, agent correspondence, and vendor bills, with 100% daily clearance (inbox zero) Respond to all client and team communications within 60 minutes during business hours Accurately assign all incoming bills and invoices to correct projects within BuilderTrend Verify all expenses against project schedules for completeness and accuracy Generate weekly client invoices for completed work and purchase items Maintain precise job costing and budget tracking across all active projects Conduct comprehensive job auditing including timesheets, variations, costs, and allowances Maximize BuilderTrend platform usage including document management, budget tracking, and staff timesheets Support quality control processes across all projects ensuring complete documentation Maintain and coordinate project schedules across multiple simultaneous projects Document and standardize all operating procedures and workflows starting with own role Create comprehensive SOPs for communication, financial, and operational tasks Identify automation opportunities to improve efficiency across business processes Maintain and update procedure documentation within SharePoint knowledge base Support quote preparation process using AI tools and predefined templates Assist with client consultation follow‑up and quote turnaround optimization Track and follow up on aging receivables to minimize outstanding payments Provide proactive project status updates to clients and referring agents Scopes Full ownership of company inbox management and email communications Complete responsibility for financial administration including bill processing and invoice generation Primary point of contact for client communications during business hours Lead role in developing and maintaining company SOP library Support for 4 current project managers with plans to scale to 6 within 12 months Management of multiple concurrent construction and renovation projects Integration and optimization of BuilderTrend platform across all business operations Collaboration with leadership team on process improvement and automation initiatives Responsibility for maintaining accurate project documentation and compliance records Support for business growth and new team member onboarding processes Requirements Proven experience with construction project management software (BuilderTrend preferred) Strong proficiency in accounting software (Xero experience highly valued) Excellent written and verbal communication skills with attention to detail Experience in administrative roles within construction, trades, or project-based industries Ability to manage multiple projects simultaneously while maintaining accuracy Strong organizational skills with ability to prioritize tasks effectively Experience creating and maintaining standard operating procedures Familiarity with document management systems and SharePoint Basic understanding of construction processes, variations, and project lifecycles Proficiency in Microsoft Office suite and ability to learn new software quickly Experience with AI tools and automation platforms (ChatGPT, Zapier) preferred Understanding of Australian construction industry practices and terminology Benefits Independent Contractor Perks Permanent work from home Immediate hiring Steady freelance job #J-18808-Ljbffr