Admin and Projects Coordinator

Status: Part-Time 20 hours/week

Working Hours: Flexible Hours following AEST (Starts from 12:30 AEST)

*Possibility of turning this role into a full-time role should the staff meet the client's expectations for the position. 

Responsibilities:

You will work as the Administration / Projects Coordinator to General Manager and support him across a variety of the following functions. You will be encouraged to be an independent self-starter who can self-manage and prioritise your work accordingly.

Tasks that can be expected include, though are not limited to areas follows

General Administration:

• Aid in organising our systems back office, comfortable with improving the status quo of business operational tools, using:
• Office 365
• SharePoint and establish 'Flow' (workflow) rules (if and where required)
• Xero Financials
• Docusign
• Zoho One (CRM, Socials, Dashboards)
• HazardCo (Occupational Health and Safety Application), to be tasked with its setup
• Building Application (Next target Application).
• Keep it all organised and managed – Monitor and Manage email accounts, calendar and inbound / outbound appointment management, etc.
• Willing to be trained to assist in the use the (soon to be adopted) Building and Construction Management Application
• Coordinate activities with the Marketing Consultant regarding:
• Content calendar compilation, management, and administration
• Content Publishing / Posting
• Coordinate activities with the Graphics Designer regarding:
• Graphics supporting content.
• Ad hoc Graphic Design requirements
• Answer the phone / reply to messages (as primary respondent)
• We will be seeking to utilise the services of a soft phone, any calls missed out of hours are to be listened to and returned the following day / asap.
• Travel Management / Administration (when required)
• Communication: Once up and running, check in's with the GM on an ad hoc basis, discussion via phone are encouraged.

Document Compilation:

• Document compilation will include a range of outputs, some of which can be identified include:
• Support the compilation / presentation of quotes / estimates (using systems / templates), of which may be presented in MS Word / PDF.
• Support the compilation / presentation of Proposals (using systems / templates), of which may be presented in MS Word / PDF.
• Support the compilation of Domestic Building contracts (using systems / templates) of which may be presented in MS Word / PDF.
  • Filling in predefined sections
  • Appending Architectural / Working Drawings as attachments
  • Import documents (Proposal, Contracts) into DocuSign, and apply and administer DocuSign templates.
• Compile Tendering Packs (using templates), containing both a general and site-specific scope of works.
• Support the compilation of Handover Documents (using systems / templates), of which may be presented in MS Word / PDF.
• Documenting Business Standard Operating Procedure flows and operational diagrams.
• Quality control and Management: Learn what good looks like and ensure that all outbound client facing documentation meets exacting standards, always checking for Australian English, spelling and grammar use – in all cases presenting the company in the best light possible.

Project Coordination:

• Product research and sourcing --> Building and Construction product research and sourcing from suppliers (local and overseas)
• Tender work to existing Subcontractor Network, whilst actively seeking out new Subcontractors to support the body of work.
• Project Financials, raise invoices in systems in preparation for approvals.

Expectations: Please note, at times it is expected that work may be performed outside of nominal expected hours, this is not something that will occur on a regular basis, if this occurs regularly, time in lieu will be provided. Conversely, we are equally happy to work around private needs of individuals should they impact on availability.

Qualifications:

• Have excellent English (spoken and written), grammar and communication skills.
• Experience with social media tools, specifically (Facebook, LinkedIn and Instagram)
• Be available to work Australian Eastern time zone, commencing circa 10:00am local CCT / WST or 12:00pm AEST time.
• Be well structured and organised.
• Familiarity with Office 365 Product Suite (Word, Excel, SharePoint, Teams and Flow), DocuSign (essential)
• Familiarity with Xero (Optional)

Experience:

• Previous knowledge within the Australian Domestic Residential Building and Construction industry is preferable, though not essential