Offer summary

Qualifications:

Proven experience in construction industry operations or similar project-based environments., Strong understanding of job costing, invoicing, and financial tracking systems., Excellent written and verbal communication skills for client interaction., Proficiency with project management tools and CRM systems, with a focus on organizational skills..

Key responsibilities:

Maintain timely responses to client inquiries and follow up on delays.

Schedule jobs in advance while managing workloads and resources.

Generate client invoices and maintain accurate job costing to meet profit targets.

Organize compliance documentation and manage email communications effectively.

Job description

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:

Maintain timely responses to all client inquiries within 24 hours and proactively follow up when delays occur
Schedule all jobs minimum 2 weeks in advance, considering workloads, travel times, and resource balance
Match all supplier invoices to correct jobs within 48 hours of receipt and generate client invoices within 24 hours of completion
Maintain accurate real-time job costing with all costs properly allocated to achieve 5% net profit targets
Organize and maintain all required documentation for each job including council forms, permits, and safety documentation
Ensure all compliance records are complete and easily accessible for audits
Coordinate supplier deliveries to ensure correct materials arrive at correct times
Organize and implement TPP (Trade Practice Program) modules and systems
Document and create standard operating procedures, checklists, and training guidelines on an ongoing basis
Manage email inbox using collaborative mailbox system, filtering and responding to communications appropriately
Generate weekly profitability reports with 100% accuracy
Support pipeline development and lead qualification processes

Scopes:

Full ownership of client communication and scheduling coordination across all active projects
Complete financial operations management including invoicing, job costing, and profitability tracking
End-to-end compliance and documentation management for all construction projects
Implementation and organization of TPP modules and systematic business processes
Email and communication management using inbox 2.0 collaborative system
Creation and maintenance of comprehensive SOP library for all business processes
Weekly reporting and analysis of job profitability and business metrics
Coordination with subcontractors, suppliers, and internal team members
Support for business development activities including lead qualification and pipeline management
Ongoing system optimization and process improvement initiatives

Requirements

Requirements:

Proven experience in construction industry operations or similar project-based business environment
Strong understanding of job costing, invoicing, and financial tracking systems
Experience with compliance documentation and regulatory requirements (Australian construction standards preferred)
Excellent written and verbal communication skills for client interaction
Proficiency with project management tools, CRM systems, and collaborative platforms (Trello experience beneficial)
Strong organizational skills with attention to detail for document management
Ability to work independently and proactively identify process improvements
Experience with screen recording tools and SOP creation (Komodo or similar platforms)
Understanding of construction scheduling, material coordination, and supplier management
Familiarity with Australian business compliance requirements and council processes