Construction Administrative Coordinator Xero

Job Overview

Our client is seeking an proactive, system-minded Construction Administrative Coordinator (Xero) to serve as the central administrative hub for their business. In this role, your primary mission is to optimize the estimating process, manage supplier and client communications, support the site crew with timely material coordination, and document all systems into actionable Standard Operating Procedures (SOPs). By managing 60-70% of the daily administrative legwork, you will directly enable the business owner to step back from manual paperwork and focus entirely on high-level growth and project oversight.

Schedule

Monday - Friday, 8:00 AM - 5:00 PM Sydney Time (40 work hours per week)

Responsibilities

• Integrate estimating templates and manage project data within Wunderbuild, serving as the first-line support for the offshore estimating team.
• Perform initial quantity take-offs, format variation requests, and generate Xero invoices based on approved construction estimates.
• Draft and send supplier quote requests, and conduct structured follow-ups for pending quotes and material availability.
• Act as the primary point of contact for new client inquiries, providing routine project updates and preparing contracts for sign-off.
• Monitor active project timelines in Wunderbuild to proactively track material ordering deadlines and coordinate trades.
• Record recurring administrative tasks to develop a comprehensive, centralized library of Standard Operating Procedures (SOPs).
• Distribute onboarding materials to new site staff and act as the administrative filter for daily crew requests to minimize owner interruptions.

Requirements

• Proven experience in construction administration, operations, or a similar project coordination role.
• Familiarity with construction management software (Wunderbuild experience is highly preferred) and accounting platforms like Xero.
• Professional written and verbal English communication skills for professional interactions with clients and suppliers.
• Strong organizational skills with the ability to manage multiple project timelines, material orders, and trade schedules.
• Demonstrated experience creating Standard Operating Procedures (SOPs) and documenting internal business processes.
• High level of tech-savviness, with the ability to utilize AI tools to format and structure complex operational documents.
• Premium quality output with exceptional attention to detail and a proactive approach to problem-solving.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

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