Job Overview

Our client is looking for a dedicated and detail-oriented professional to transform the operational backbone of their business, ensuring scalable growth and financial clarity. By optimizing systems, managing project finances, and streamlining lead processing, this position directly enables the company to handle increased client demand efficiently and confidently, significantly reducing the owner's administrative burden and setting the stage for future expansion.

Schedule: Monday - Friday, 8am to 5pm with 1 hour unpaid break | Sydney Time (40hrs per week)

Responsibilities

• Allocate incoming supplier invoices and expenses to specific renovation projects within BuildExact daily.
• Reconcile project costs against allocated budgets in BuildExact weekly.
• Process approved supplier bills for payment in coordination with the bookkeeper fortnightly.
• Prepare monthly project financial summaries from BuildExact for review.
• Verify subcontractor payment claims against project progress and contracts as needed.
• Receive and log new qualified leads from Dream Renovation Group into internal systems daily.
• Create new project records and job files in BuildExact for qualified leads daily.
• Gather and organize initial project documentation for new bathroom renovations as needed.
• Coordinate project setup details with the Dream Renovation Group app and internal systems as needed.
• Send initial welcome communications to new clients for confirmed projects as needed.
• Investigate and document current integration flows between BuildExact and Xero weekly.
• Update project statuses, milestones, and client notes within BuildExact weekly.
• Cleanse and update existing CRM records to ensure data accuracy monthly.
• Research and propose new features or efficiencies within BuildExact for project management monthly.
• Ensure all client communications via the Dream Renovation Group app are accurately logged in the CRM daily.
• Document current administrative workflows for project setup and client onboarding weekly.
• Create Standard Operating Procedures (SOPs) for recurring cost allocation tasks in BuildExact fortnightly.
• Maintain a searchable knowledge base for common BuildExact procedures and troubleshooting monthly.
• Document communication protocols and templates for Dream Renovation Group leads as needed.

Requirements

• Proven experience in administrative support, preferably within the construction or renovation industry.
• Demonstrable proficiency with BuildExact and Xero; familiarity with Deputy is a plus.
• Experience with CRM systems and an ability to optimize their use for lead and client management.
• Adept at learning new software and optimizing existing systems for efficiency.
• Experience in developing and documenting Standard Operating Procedures (SOPs).

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage

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.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.