Job Overview

Our client is looking for a Project Coordinator to serve in a key operational support role responsible for keeping projects, installers, documentation, materials, schedules, communications, and administrative requirements moving. Initially supporting the Project Manager with administrative and project coordination duties, the candidate will progressively take ownership of more responsibilities, with the long-term goal of becoming the "eyes and brains" behind project delivery while managing operational details in the background.

Schedule: Monday - Friday, 8am to 5pm AEST with 1 hour unpaid break (40 work hours per week)

Responsibilities

• Project Coordination: Coordinate projects from approved quote/purchase order through completion. Read and understand quotes, scopes of work, budgets, material lists, and project requirements. Prepare clear job briefs for installers, coordinate requirements with team leaders, monitor progress, maintain visibility across project stages, identify delays/issues, and ensure complete closure of jobs.
• Scheduling & Job Management: Manage the company's job management system and project calendar. Schedule installers and upcoming projects, monitor daily/weekly schedules, identify conflicts/resource issues, update job statuses, provide proactive reminders to the Project Manager, and master scheduling software.
• Installer Coordination: Coordinate approximately 28 installers and installation teams. Provide accurate instructions, follow up on upcoming/active projects, keep teams on track, manage changes/delays, verify documentation completion, direct teams, and assist with replacement or reassignment during operational issues.
• Client Communication & Inbox Management: Triage and prioritize the Project Manager's inbox to maintain a zero-inbox environment. Draft and send professional client responses, follow up on missing information/approvals/access, identify urgent matters, and ensure prompt communications.
• Job Briefs & Project Preparation: Review approved quotes, site notes, photos, and videos to prepare job briefs for installers. Ensure required information is prepared in advance to avoid missing details prior to site attendance.
• Materials & Supplier Coordination: Identify required materials, coordinate supplier orders and purchase orders, track deliveries, monitor stock against schedules, arrange material collections/deliveries, and handle urgent installer material requests.
• Safety, Compliance & Documentation: Prepare project documentation (such as JSA/JJS, SWMS, and safety requirements) ahead of scheduled work. Follow up with installers for required signatures, monitor compliance, and maintain accurate records.
• Invoicing: Prepare and send invoices following established processes, review completed work for accuracy, follow up on outstanding invoicing items, and update job records.
• Operational Support: Serve as the central coordination point between Project Manager, installers, suppliers, and clients. Escalate critical decisions, independently resolve routine issues, and maintain broad portfolio awareness.
• Early-Morning Operational Support: Provide early operational support (starting as early as 5:00 AM as business knowledge develops) for urgent issues including sick calls, no-shows, schedule updates, material requests, installer reassignments, and site/client issues.
• Additional Expectations: Take end-to-end task ownership, think several steps ahead, proactively present solutions, adapt to the Project Manager's working style, build process independence, and assist in creating/documenting repeatable SOPs.

Requirements

• Proven experience in project coordination, project administration, construction administration, operations, or a similar role.
• Previous experience within fencing, civil construction, construction, landscaping, building, property maintenance, or another trade/installation environment.
• Demonstrated involvement in actual project delivery.
• Experience coordinating installers, tradespeople, technicians, subcontractors, or field teams.
• Strong experience with scheduling and coordinating multiple projects.
• Ability to read and understand quotes, scopes of work, project requirements, and material lists.
• Experience preparing job briefs, project documentation, coordinating materials/suppliers, handling invoicing, and using job/project management systems.

Nice to have:

• Direct fencing or civil construction industry experience.
• Australian construction or trades industry experience, including working with Australian clients, suppliers, and subcontractors.
• Previous experience working in a small-to-medium-sized trade business.
• Experience managing field teams, ordering trade materials, and working with JSA/JJS, SWMS, or similar safety documentation.
• Onsite or field-based construction experience.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• 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.