Project Administrator (MP)

This is a remote position.

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

Join a growing high-end residential construction company specializing in complex renovation projects as their dedicated Project Administrator. You’ll be the backbone of project operations, managing critical communications between trades, architects, and clients while ensuring smooth financial tracking and documentation. This role offers the opportunity to make a real impact by creating efficient systems and allowing the leadership team to focus on site presence and project delivery. If you’re passionate about construction administration and thrive on creating order from complexity, this is your chance to be an integral part of delivering premium construction projects.

 

Responsibilities:

• Process and match supplier/subcontractor invoices to specific jobs in BuilderTrend within 24 hours of receipt
  
• Maintain accurate job profitability tracking and reporting through BuilderTrend and Xero integration
  
• Document and track all trade communications, ensuring clear three-way communication between trades, site supervisor, and management
  
• Support variation tracking and documentation in project management system
  
• Upload and organize project plans and documentation in BuilderTrend
  
• Process and track RFIs and RFQs from contractors
  
• Manage email communications with architects, clients, and trades
  
• Prepare and process pay runs on appropriate due dates
  
• Support basic quoting administration and document preparation
  
• Maintain systematic documentation of all project-related communications and decisions
  

Scope:

• Process 100% of invoices within 24 hours of receipt
  
• Maintain up-to-date job profitability reporting
  
• Support projects ranging from $500K to $1.2M in value
  
• Handle documentation for projects with 12-18 month timelines
  
• Manage communication flow for multiple concurrent renovation projects
  
• Support site supervisor with administrative backup
  
• Create transparent documentation of all trade communications and agreements
  

Requirements

• Strong experience with construction project administration
  
• Proficiency in BuilderTrend/BuilderExact for job costing, invoice matching, and project management
  
• Proficiency in managing and organizing digital documentation (plans, RFIs, variations)
  
• Experience with accounting software (Xero preferred) for invoice processing and financial management
  
• Excellent attention to detail, particularly with financial documentation for accurate invoice processing and job cost tracking
  
• Experience processing construction-related invoices and purchase orders
  
• Strong written communication skills for trade contractor correspondence
  
• Ability to maintain organized documentation systems for project plans and communications
  
• Understanding of construction terminology and processes
  
• Self-motivated with ability to work independently
  
• Strong problem-solving skills and proactive mindset
  

Independent Contractor Perks

• HMO Coverage for eligible locations
  
• Permanent work from home
  
• Immediate hiring
  
• Steady freelance job
  

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