Job Overview

Our client is looking for a highly organized, detail-driven Construction Project Coordinator & Financial Administrator to become the operational backbone of their growing business. You will centralize all client communications in Buildertrend, guarantee 24-hour response times, maintain inbox zero, and deliver real-time financial visibility across every project.

Schedule:

• Monday to Friday, 9:00 am - 6:00 pm Sydney (40 hours per week)

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Responsibilities

• Manage document all client communications and inquiries into 1 singular hub (Buildertrend), ensuring 24-hour response times across the entire project lifecycle from pre-start to aftercare
• Maintain email inbox to zero unread items daily and provide continuous progress reports to stakeholders
• Schedule and coordinate meetings with clients, designers, engineers, consultants, and subcontractors with adequate lead time as needed
• Process all job costing allocations in near real-time and send invoices within 48 hours of work completion
• Match supplier invoices accurately within 24 hours and maintain up-to-date job profitability tracking
• Complete monthly financial reconciliations on an ongoing basis to provide real-time project financial visibility
• Organize and maintain all project documents, compliance records, and stage completion documentation
• Audit timesheets, variations, and costs to ensure 100% accuracy and compliance
• Schedule jobs with minimum 2-week advance notice, accounting for workloads
• Confirm and lock in commitments from subcontractors, suppliers, and materials well ahead of schedule
• Maximize utilization of Buildertrend platform for document management, budget tracking, and project oversight
• Document all operational procedures and workflows, creating comprehensive SOPs for communication, financial, and operational tasks
• Establish quality control checklists and provide process improvement recommendations
• Support the implementation and optimization of Buildertrend integration with Zapier and Make automation tools

Requirements:

• Proven experience in construction administration, project coordination, or similar role in the building industry
• Strong proficiency with project management software, particularly (Buildertrend, Procore, Buildxact)
• Advanced skills in financial management software and job costing systems
• Excellent written and verbal communication skills with ability to manage multiple stakeholder relationships
• Experience with email management systems and inbox organization methodologies
• Proficiency in Microsoft Office Suite, particularly Excel for financial tracking and reporting
• Understanding of construction project lifecycles, compliance requirements, and documentation standards
• Experience with automation tools like Zapier or Make is highly desirable
• Strong attention to detail with ability to maintain 95%+ accuracy in documentation and financial processes
• Ability to work independently and proactively identify process improvements
• Experience in Australian construction industry regulations and compliance preferred

Scope:

• Support scaling from single project management to running two high-end projects concurrently
• Manage complete administrative burden currently consuming 50% of business owner’s time
• Handle all aspects of financial operations including invoicing, job costing, and profitability tracking with 100% accuracy
• Implement and champion Buildertrend integration system including training and ongoing optimization
• Create comprehensive SOP library covering all recurring business tasks and processes
• Establish proactive communication systems to eliminate reactive management and client complaints
• Support business growth objectives while maintaining operational excellence and compliance standards
• Collaborate with business owners and Kit Sumabat (TradieVA’s AI/automation specialist) on system implementations and improvements
• Manage/ file all client communications and inquiries, ensuring 24-hour response times across the entire project lifecycle from pre-start to aftercare

Side Note

• This is a permanent work-from-home role under an Independent Contractor arrangement. Candidates must have their own computer and reliable internet connection, and are responsible for their own taxes and benefits. Professional hourly fees are established based on your performance in the application process.

Reminder

• Please follow the provided link to BruntWork’s Career Site to finish your initial application requirements, including the assessment questions, technical check, and voice recording. Submissions with all requirements fulfilled will receive priority review.