Operations and Project Coordination Specialist

We are seeking a highly skilled Project Manager to oversee the coordination of various projects, ensuring seamless execution and timely completion. This individual will be responsible for managing client communications, scheduling, and resource allocation.

The ideal candidate will possess excellent organizational skills, with the ability to prioritize tasks and manage multiple projects simultaneously. They will also have a strong understanding of project management principles, including scope management, time management, and cost control.

The successful candidate will have experience working with construction project management software, preferably Wunderbuild or similar platforms, as well as proficiency with accounting software integration, particularly Xero.

• Manage all client communications, including inquiries, project updates, and scheduling, ensuring 24-hour response times during business hours;
• Maintain constant communication with clients throughout the entire project lifecycle from initial opportunity through aftercare and review requests;
• Respond to comments and direct messages within one hour during business hours;
• Qualify leads in real-time and update CRM deals as they progress through the pipeline;
• Organize complete documentation for each job with easy accessibility, ensuring all project information is centralized and retrievable within minutes;
• Schedule jobs in advance taking into account workloads, travel times, and material/supply requirements;
• Conduct regular job audits (daily/weekly) to ensure timesheets are updated, variations are recorded, and costs/allowances are properly tracked;
• Manage supplier coordination including price book updates, ordering materials, and ensuring delivery schedules align with project timelines;
• Ensure all required documents and information are completed before each project stage milestone;
• Maximize utilization of features, both currently used and underutilized capabilities;
• Coordinate trades, materials, and documentation to ensure everything is in place when needed;
• Maintain compliance records and ensure all job cards are complete and up-to-date;
• Create and enhance Standard Operating Procedures (SOPs) starting with communications, operations, and admin tasks;
• Develop process workflows for the entire client journey from onboarding through project management to quality control and aftercare;
• Establish consistent procedures for supplier price checking, job costing, and data input;
• Create QC checklists and job auditing processes to ensure standardization across all projects;

This role offers a unique opportunity to work with a dynamic team and contribute to the success of our organization. If you are a motivated and organized individual with a passion for project management, we encourage you to apply.

• Strong experience with construction project management software, preferably Wunderbuild or similar platforms;
• Proficiency with accounting software integration, particularly Xero;
• Excellent written and verbal communication skills with ability to manage client relationships professionally;
• Experience with CRM systems and lead qualification processes;
• Strong organizational skills with attention to detail and ability to manage multiple projects simultaneously;
• Understanding of residential construction processes, terminology, and typical project workflows;
• Ability to create and maintain documentation, SOPs, and process workflows;
• Experience with supplier management and procurement coordination;
• Knowledge of construction compliance requirements and quality control processes;
• Proficiency with digital tools including Trello, screen recording software, and Google Workspace;

• Full-time position with competitive salary and benefits package;
• Permanent work-from-home arrangement;
• Opportunity to work with a dynamic team and contribute to the success of our organization;
• Professional development and growth opportunities;

Please submit your application, including your resume and cover letter, to [insert contact information]. We look forward to hearing from you.

Note: Only shortlisted candidates will be contacted for further assessment.