Job Overview:

Our client is looking for a pivotal, highly autonomous Construction Project & Finance Coordinator (Xero & Wunderbuild) to bridge financial administration, project coordination, marketing support, and business systemization. You will act as the operational linchpin, supporting site supervisors, proactively managing stakeholder communications, and taking over critical financial and system tasks. Your work will directly enable business owners to step back from daily operations and focus on strategic growth, business development, and marketing.

Schedule:

• Hours: Monday – Friday, 8:00 AM – 5:00 PM Sydney Time (40 hours per week, with a 1-hour unpaid break).

Key Responsibilities:

• Financial & Software Integration: Manage job profitability tracking by accurately matching incoming supplier and contractor invoices to individual job budgets in Xero and Wunderbuild. Work with software integrations and bridge workflows between operational and financial systems.
• Financial Data & Reconciliations: Perform daily financial data entry tasks, reconcile bank statements weekly, and assist with the preparation of progress draws and payment schedules.
• Job Auditing & Scheduling: Conduct daily job auditing in Wunderbuild to ensure site supervisors log hours, next actions, and critical safety documentation. Update and manage 10, 16, and 20-week construction schedules based on site progress and voice memo updates.
• Stakeholder Coordination: Serve as the central point of contact, coordinating communication across multiple parties—including engineers, contractors, suppliers, consultants, site teams, and clients—to ensure projects stay on schedule.
• Documentation & Communications: Translate voice memos, rough brief notes, or leadership instructions into professional finalized documents, including weekly client updates, variations, preliminary agreements, and project reports.
• SOP Creation & Process Optimization: Proactively capture knowledge from business owners and team members to create, document, maintain, and roll out clear, repeatable Standard Operating Procedures (SOPs) for the back office.
• Marketing & CRM Support: Support business development and marketing initiatives by maintaining CRM records, coordinating project portfolios, and assisting with marketing assets.

Additional Expectations:

• Autonomous Problem-Solving: High level of initiative; proactively identify workflow bottlenecks, recommend solutions, and optimize business systems without needing to be asked or micromanaged.
• Organization & Accuracy: Highly organized and systems-oriented—able to manage competing deadlines, maintain strict attention to detail in financial tracking, and ensure nothing falls through the cracks.
• Systems Migration: Drive the migration of file management systems to Google Workspace and assist in rolling out a new client portal.
• Reliability: Serve as a trusted gatekeeper for the leadership team's inbox and schedule, allowing owners to focus on higher-level strategic goals.

Requirements:

• Industry Experience: Proven background in administrative support, bookkeeping, or operations, ideally within the construction industry.
• Financial Software: Demonstrated experience using Xero alongside project management tools, with an understanding of software integrations and system workflows.
• Construction Management Software: Hands-on experience with construction platforms such as Wunderbuild, Buildxact, Simpro, Buildertrend, Procore, or similar.
• SOP & Documentation Skills: Proven ability to create clear, structured SOPs from raw audio or notes, turning unorganized inputs into polished, professional business records.
• Communication & Coordination: Exceptional written and verbal communication skills to manage multi-stakeholder relationships and client messaging professionally and diplomatically.
• Marketing & CRM Exposure: Prior experience or familiarity supporting CRM maintenance, project portfolio management, or general marketing assets is strongly preferred.
• Tech-Savvy: Strong technical aptitude with Google Workspace and comfort adapting to new technologies, workflow tools, and AI solutions.

Independent Contractor Perks:

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

Note:

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.