Project Operations Administrator LOR

Ready to take your administrative and operations skills to the next level? Join a dynamic team in the residential construction industry where your expertise in Xero, BuildExact, and Excel will make an impact. If you’re detail-oriented, proactive, and passionate about creating efficient systems that drive business growth, our client wants you! Bring your organizational excellence, communication skills, and problem-solving mindset to a company that values transparency and teamwork. Apply now and help them build success—one project at a time!

Job Highlights

• Hourly Rate: HP 300 - PHP 317
• Paid Hours per Week: 40 Hours
• Schedule: MThis is a remote role requiring alignment with typical Australian Eastern Standard Time (AEST) or Australian Eastern Daylight Time (AEDT) business hours for real-time collaboration with the owner and project teams.
• Work Arrangement: Work from home
• Contract: Independent Contractor
• Side 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:

1. Process supplier and contractor hourly invoices daily in BuildExact, ensuring correct budget allocation.

2. Create and issue purchase orders for materials and subcontractors weekly using BuildExact, as per instruction.

3. Reconcile expense receipts using Dext and integrate with Xero weekly, flagging any discrepancies.

4. Generate basic monthly financial tracking reports from BuildExact/Xero, showing job costs versus budget.

5. Manage and track client payments and project progress claims weekly in BuildExact, flagging upcoming due dates.

6. Draft weekly/bi-weekly client project status updates based on site information and prepare for owners review and approval.

7. Manage incoming client inquiries via email and phone, escalating urgent matters to the owner daily.

8. Coordinate and schedule client meetings and site visits, sending out confirmations and reminders.

9. Conduct follow-up calls and emails for quotes and preliminary estimates with potential clients weekly.

10. Onboard new trades by collecting and verifying compliance documents (insurances, licenses) as needed.

11. Track and chase HazardCo SWIMS submissions from trades weekly, ensuring all projects are compliant.

12. Maintain and organize digital project documentation (permits, plans, contracts) in a structured cloud-based system daily.

13. Assist with the preparation of handover documents and maintenance schedules for completed projects by compiling product information and client packages.

14. Support the implementation and data migration to new project management software (e.g., Wonderbuild), including setting up client and contractor portals.

15. Document existing and new Standard Operating Procedures (SOPs) for various administrative and project tasks.

16. Update and maintain the Excel scheduling system with current job progress and trade availability weekly.

17. Prepare and send Requests for Information (RFIs) and Requests for Quotes (RFQs) to subcontractors and suppliers for new projects and variations.

18. Chase up outstanding quotes from trades and suppliers via email and phone daily/weekly.

19. Organize and categorize received quotes for owners review and comparison in BuildExact.

20. Draft preliminary estimates and variations in BuildExact for owners final review and approval.

Requirements

1. Proven experience in an administrative or operations support role, ideally within the residential building or construction industry.

2. Proficiency with accounting and project management software, specifically Xero and BuildExact.

3. Strong competency in Excel for scheduling, data management, and reporting.

4. Experience with or willingness to learn new software like Dext and Wonderbuild.

5. Exceptional organizational skills and meticulous attention to detail.

6. Proactive and self-motivated with the ability to manage multiple tasks and deadlines independently.

7. Excellent written and verbal communication skills for effective client and trade interactions.

8. A transparent and trustworthy approach to work, valuing open and clear communication.

9. Ability to systemize processes and document procedures for consistency and efficiency.

10. Problem-solving mindset and a desire to contribute to business growth and operational improvements.

11. Understanding of compliance requirements in the construction industry (e.g., insurances, SWIMS).

ADDITIONAL EXPECTATIONS:

1. A transparent and trusting approach to communication and collaboration.

2. A proactive attitude towards identifying and implementing process improvements.

3. Ability to work autonomously and take initiative in managing assigned tasks.

4. Adaptability and openness to exploring and adopting new software and technologies.

5. Strong commitment to quality outcomes and client satisfaction.

6. A keen eye for detail and a methodical approach to administrative tasks.

Independent Contractor Perks

• HMO coverage (available in eligible locations)
• Permanent work-from-home setup
• Immediate hiring

Reminder:

• Kindly apply directly to the link provided; you will be redirected to BruntWork’s Career Site. Complete the initial requirements, including the voice recording, pre-screening assessment, and technical check of your computer/device.

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