Project Administrator & Client Communications Coordinator (RF)

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