Operations & Project Management Coordinator

Operations & Project Management Coordinator

Join a growing construction company in Australia that’s scaling from 8 team members and looking to systematize operations for sustainable growth. This role offers the opportunity to become the operational backbone of a business that values quality, efficiency, and strategic growth. You’ll work directly with the business owner to implement systems that will allow the company to operate independently while maintaining high standards.

Client Overview : This is a perfect role for someone who thrives on organization, process improvement, and wants to make a significant impact on a growing business. The position offers variety across communications, compliance, finance coordination, and systems documentation.

Job Highlights

• Schedule : Monday to Friday, 8 AM to 5 PM with 1 hour unpaid break | Australian Eastern Time
• Work Arrangement : Work from home

Note: Since this is a permanent work-from-home position and an “Independent Contractor” arrangement, the candidates must have their own computer and internet connection. They will handle their own benefits and taxes. The professional fees are on hourly rates and the rate depends on your performance in the application process.

Responsibilities :

Organizational Support

• Manage the director’s calendar, including scheduling meetings and adding relevant details.
• Conduct regular sync meetings with the director to review the calendar, offload tasks, discuss action items, address feedback, and manage communications.
• Assist with material research and ordering.
• Use the “Perfect Week” and default diary template to plan and organize tasks effectively.
• Maintain proactive client communications throughout the project lifecycle, responding to inquiries within a 2-hour SLA during business hours.
• Provide weekly project updates to clients before they need to ask.
• Qualify leads, manage initial consultations, and maintain the CRM system.
• Send brochures, guides, and calendar invites to prospects, while managing both cold and warm leads in line with the sales process.
• Follow up on social media communications and maintain contact with existing architect/designer networks, while identifying new opportunities.

Project Coordination & Compliance

• Organize job folders, track costs, and assist with quoting and invoicing within established business procedures.
• Coordinate communication between team members, subcontractors, suppliers, and clients with appropriate lead times.
• Ensure compliance documentation (SWMS, HazardCo, HBCF, insurance) is prepared, filed, and closed out at the right project stages.
• Oversee quality control processes and support job auditing procedures.
• Support Xero bookkeeping processes and invoice management.
• Track and reconcile missing receipts.
• Reconcile invoices with quotes and mark received invoices in BuildExact.
• Manage accounts receivable follow-up to improve cash flow using aging procedures.
• Generate monthly financial reports for profitability analysis by the 5th of each month.

Systems & Processes

• Organize and maintain all project documentation within BuildExact and Google Drive backup systems.
• Document and continuously update SOPs for all business processes.
• Develop workflow documentation including checklists, procedures, and training materials.
• Maintain a video storage system with clear indexing for easy retrieval.
• Explore, optimize, and ensure efficient use of existing software systems; recommend and implement new solutions as needed.

Administration & Marketing

• Manage contracts and process relevant paperwork.
• Maintain file storage systems with consistent labeling and organization.
• Provide general administrative and accounts support when needed.
• Assist with content writing, create organic social media posts, and support marketing-related tasks.

Requirements

• Strong experience with construction project management software (BuildExact experience preferred).
• Proficiency with Xero accounting software and financial reporting.
• Experience with Google Workspace (Drive, Docs, Sheets, Gmail).
• Knowledge of Australian construction compliance requirements (SWMS, safety documentation, HBCF, insurances).
• Excellent written and verbal communication skills.
• Strong organizational and time management abilities.
• Experience with process documentation and SOP creation.
• Ability to work independently and take initiative.
• Understanding of construction industry workflows and terminology.
• Experience with client relationship management.
• Basic marketing and social media content creation skills.
• Familiarity with Trello or similar project management tools.
• HMO Coverage in eligible locations
• Permanent work from home
• Immediate hiring