Offer summary

Qualifications:

Strong organizational and communication skills., Experience with administrative tasks and document management., Ability to learn new software systems quickly, such as BuildXact and Xero., Technical drawing skills (CAD, SketchUp) are highly desirable..

Key responsibilities:

Manage client communications from post-site visit to project completion.

Coordinate project administration, compliance, and documentation.

Process purchase orders, invoices, and support financial tracking.

Liaise with trades, suppliers, and internal teams to ensure project schedules and materials are organized.

Job description

This is a remote position.

Work Schedule: Monday to Friday 8:00am to 5:00pm Sydney Time with 1 hour unpaid break.

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 jobSupport 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