Administrative & Financial Operations Coordinator

This is a remote position.

Candidate-facing description: Join a growing construction and renovation company where you’ll play a vital role in streamlining operations and ensuring project profitability. This position offers the opportunity to work with a team that values excellence, as demonstrated by their recent recognition for delivering the highest quality SDA housing project in their region. You’ll be instrumental in managing critical financial processes, maintaining strong communication channels, and supporting the company’s commitment to exceptional service delivery while working with a team that prioritizes positive relationships and clear communication.

Responsibilities:

• Manage daily communication flow between clients (15%), team members (55%), and suppliers (30%)
  
• Process and match invoices through HubDoc, Xero, and Wonder Build systems
  
• Track and maintain job profitability records and financial documentation
  
• Coordinate document compliance and maintain systematic filing
  
• Handle client updates and follow-ups on project status
  
• Support schedule management and operational efficiency
  
• Assist in maintaining and documenting company processes and procedures
  
• Monitor and manage payment schedules and financial communications
  
• Support lead qualification and client communication processes
  
• Maintain systematic documentation of all processes through video recording
  

Requirements

• Proficiency in Xero, HubDoc, and construction management software
  
• Strong attention to detail, particularly in financial documentation and matching
  
• Excellent communication skills with ability to interact professionally with clients, team members, and suppliers
  
• Experience in construction administration or similar role preferred
  
• Strong organizational skills and ability to maintain systematic processes
  
• Ability to work independently while maintaining clear communication channels
  
• Commitment to maintaining high standards of service and professionalism
  
• Adaptable to new systems and processes with strong learning capability
  
• Experience in process documentation and improvement
  

Scopes:

• Geographic service area: Brisbane to Gold Coast region
  
• Project values ranging from $30,000 to $210,000 monthly
  
• Managing 30-50 daily communications across stakeholders
  
• Processing and tracking invoices and financial documents within 24-hour turnaround
  
• Supporting projects across various construction types including residential renovations and SDA housing
  
• Maintaining documentation and systems for company processes
  
• Operating within company’s “No Dickhead” policy ensuring positive client and team relationships