This is a remote position.
Work Schedule: Monday to Friday 8:00am to 5:00pm Sydney Time with 1 hour unpaid break.
Job Type: Full-time
Responsibilities:
- Manage all existing client communications post-site visit, ensuring no delays in responses and proactive project updates
- Coordinate project administration and compliance, maintaining accurate documentation and job information in BuildXact
- Process purchase orders, match invoices to jobs, and support cost management and profitability tracking
- Liaise with trades, suppliers, and subcontractors to ensure materials and schedules are organized in advance
- Maintain project compliance to company standards, ensuring consistency across all jobs
- Support estimation processes by coordinating with external estimators and managing project data
- Create and manage project documentation, plans, and required compliance materials
- Sync financial data between BuildXact and Xero accounting systems
- Provide estimation support and pre-construction coordination as skills develop
- Potentially create technical drawings and shop drawings for custom work (highly desirable but not essential)
Scopes:
- Handle all client communications for existing projects from post-site visit through completion
- Manage project administration for multiple concurrent heritage restoration projects valued $1-3M each
- Coordinate with external estimators, trades, suppliers, and internal team members
- Process and track all project-related financial documentation and purchase orders
- Maintain compliance and documentation standards across all active projects
- Support business growth by creating scalable systems and processes
- Potential to expand into technical drawing and custom work coordination as skills develop
- Work within established company values focused on quality, sustainability, and precision
- Collaborate with existing team including Suzi, Peter, Rebecca, and MJ
- Opportunity to grow into estimation support and potentially bring external estimation work in-house over time
Requirements
- Excellent written and verbal communication skills with ability to manage multiple stakeholder relationships
- Strong organizational skills and attention to detail, particularly important for heritage restoration work
- Proven ability to learn new software systems quickly (BuildXact, Xero, project management tools)
- Experience with administrative tasks and document management
- Ability to work independently and take initiative in problem-solving
- Understanding of construction processes and terminology preferred but not essential
- Technical drawing skills (CAD, SketchUp, or similar) highly desirable for custom work
- Commitment to quality standards and precision in work execution
- Ability to manage competing priorities and work under pressure
Benefits
Permanent work from home
Immediate hiring
Steady freelance job