Role Overview:

We are seeking a highly organised, proactive, and systems-minded Operations & Executive Administration Coordinator to become the owner's trusted administrative partner.

This role is responsible for managing essential administrative workflows, maintaining accurate business and project records, coordinating communications, and ensuring that important actions and follow-ups are completed on time.

The successful candidate will take ownership of outcomes rather than simply completing assigned tasks. They should be able to understand the required result, identify the steps needed to achieve it, seek clarification or approval when necessary, and independently follow tasks through to completion.

This position will play a key role in reducing the owner's administrative workload, improving operational visibility, and establishing reliable systems that support business growth.

Schedule:

• Monday to Friday, 8:00 am to 5:00 pm (Australian Eastern Time, 40 hours per week)

Key Responsibilities:

1. Inbox Management & Communication

• Take ownership of the owner's inbox by reviewing, organising, and prioritising incoming emails.
• Identify emails requiring action, follow-up, escalation, or the owner's decision.
• Prepare clear, accurate, and professionally written email drafts for the owner's review and approval.
• Establish and maintain a consistent daily email review and approval routine.
• Manage routine correspondence and follow-ups within the authority delegated by the owner.
• Track outstanding conversations and ensure client, supplier, and subcontractor enquiries receive timely responses.
• Seek clarification when information or context is missing rather than making assumptions or allowing tasks to stall.
• Gradually take on delegated correspondence as familiarity with the business and its communication standards develops.

2. Financial Administration

• Manage day-to-day financial administration using Xero, ensuring records are accurate and up to date.
• Prepare and issue client invoices based on project progress and information available in Buildxact, following the owner's approval process.
• Monitor outstanding invoices and payments.
• Maintain a clear record of amounts due and proactively follow up overdue accounts in accordance with the owner's instructions.
• Keep the owner informed of upcoming invoices, overdue payments, missing documentation, and financial matters requiring approval.
• Collect, organise, and maintain supporting financial information and documentation.
• Ensure financial administration tasks are completed, recorded, and followed through consistently.

3. Daily Operations, Logs & Project Records

• Maintain daily operational updates, site diaries, job logs, and relevant project records.
• Capture and organise information provided by the owner, including site updates, voice memos, photos, notes, and job-related instructions.
• Update Buildxact and relevant job records to reflect current project information, progress, and outstanding actions.
• Maintain clear records of key decisions, follow-ups, issues, and next steps across active projects.
• Identify missing information and proactively request updates from the owner or relevant team members.
• Ensure project records are organised, accessible, and consistently maintained.
• Maintain an outstanding-actions tracker to provide visibility over pending tasks and follow-ups.

4. Additional Responsibilities

As the three core areas become established and consistently managed, the role may progressively expand to include:

• Client Administration: Responding to new enquiries, coordinating meetings, and following up on selections, approvals, and outstanding items.
• Supplier & Subcontractor Coordination: Requesting and following up on quotes, confirming availability, collecting compliance documents, and coordinating material orders.
• Project Administration: Maintaining job files, tracking variations, and providing general project coordination support.
• Calendar & Meeting Coordination: Managing appointments and meetings while helping protect the owner's time for quoting, site work, and business planning.
• Process Documentation: Documenting administrative workflows, developing practical SOPs, and maintaining a central knowledge base.
• General Operations Support: Taking on additional administrative and operational responsibilities based on business priorities and available capacity.

Key Performance Expectations (First 30 Days):

During the first 30 days, the primary focus will be establishing ownership, visibility, and a dependable working routine across the three core responsibility areas.

The successful candidate is expected to achieve the following:

• Inbox Management: The inbox is reviewed and organised consistently, priority items are identified, follow-ups are tracked, and email drafts are prepared for the owner's review through an agreed daily approval routine.
• Financial Administration: Invoices and payment follow-ups are tracked, Xero records and supporting documentation are maintained, and the owner has clear visibility of outstanding financial actions.
• Daily Operational Records: Daily logs, site diaries, and project updates are captured and maintained using information provided by the owner, with missing details actively followed up.
• Consistent Operating Routine: A clear communication and reporting cadence is established. Progress is communicated, blockers are raised early, outstanding actions are tracked, and tasks are followed through to completion.
• Understanding of Delegated Authority: The candidate understands which tasks and decisions they can manage independently and which require the owner's review or approval.

Progressive Delegation & Development:

• During the initial weeks, the owner will provide closer guidance and review while the candidate becomes familiar with the business, active projects, communication standards, and approval requirements.
• The candidate is expected to take ownership of workflows from the beginning, even when individual emails, financial actions, or decisions still require the owner's approval.
• As familiarity and confidence develop, routine tasks should require progressively less input from the owner.
• The target is to delegate approximately 80% of relevant work within six to eight weeks, subject to the candidate receiving the necessary context, training, system access, and decision-making authority.
• For inbox management, the longer-term objective is to establish an agreed "send unless otherwise directed" process for suitable routine correspondence.
• Sensitive, financial, contractual, or unusual matters must continue to be escalated when required.
• Once the three core areas are consistently managed, additional responsibilities can be introduced based on business priorities and the candidate's capacity.

Requirements & Qualifications:

• Proven experience in an administrative, executive assistant, operations coordination, or project administration role.
• Experience supporting business owners, executives, or senior management is highly desirable.
• Background in the construction, trades, property, or building industry is an advantage.
• Strong practical experience using Xero, particularly in client invoicing, payment tracking, and general financial administration.
• Experience with construction management or project management software, preferably Buildxact or similar platforms.
• Excellent written and spoken English, with the ability to prepare professional, accurate, and appropriately toned email correspondence.
• Strong organisational and time-management skills, with the ability to manage multiple priorities, deadlines, and follow-ups.
• Exceptional attention to detail when handling financial information, project records, and business correspondence.
• Demonstrated ability to work independently, take initiative, and manage tasks with minimal supervision.
• Strong problem-solving skills and the ability to identify what needs to happen next without waiting for step-by-step instructions.
• Confidence in asking relevant questions, obtaining missing information, and escalating matters appropriately.
• Proficiency in Microsoft 365, including Outlook, Excel, Word, and other relevant business productivity tools.
• Comfortable using digital communication platforms, shared trackers, cloud-based document storage, and task management systems.
• Ability to learn new systems and adapt to the business's preferred processes and working practices.
• Reliable internet connection, a suitable work-from-home setup, and the ability to work effectively in a remote environment.

Personal Attributes & Working Style:

The ideal candidate should demonstrate the following qualities:

• Outcome-focused: Understands the expected result and takes responsibility for ensuring it is achieved.
• Proactive: Identifies outstanding actions, anticipates needs, and follows through without waiting for reminders.
• Accountable: Communicates clearly when tasks are delayed, unclear, or dependent on another person's input.
• Structured: Maintains consistent routines, trackers, and records to ensure important tasks are not missed.
• Collaborative: Works closely with the owner, seeks the information needed to perform effectively, and offers practical suggestions for improvement.
• Discerning: Understands when to act independently and when to seek approval, particularly for external communications and financial matters.
• Adaptable: Responds positively to changing priorities and is willing to learn new systems and processes.
• Trustworthy and Discreet: Handles confidential business, financial, client, and project information with professionalism and sound judgment.

Support & Working Relationship:

• The owner will provide access to the relevant systems, background information, project context, and guidance required to perform the role effectively.
• The successful candidate is expected to actively request missing information, including site updates, voice notes, and project details, and clearly communicate what is needed from the owner to meet agreed expectations.
• The role will be supported through regular communication, feedback, and performance reviews. The focus is on building a dependable working relationship, establishing clear expectations, and progressively delegating responsibilities rather than increasing the workload before the core processes are operating reliably.

Measures of Success:

Performance will be assessed based on the reliability, accuracy, and quality of outcomes, including:

• Consistent inbox management and timely follow-up of important communications.
• Accurate and up-to-date Xero records and financial administration.
• Complete and organised daily logs, site diaries, and project records.
• Effective tracking and completion of outstanding actions.
• Reduced administrative involvement required from the owner over time.
• Early identification and communication of issues, missing information, and potential delays.
• Demonstrated ownership, accountability, and ability to work independently.

Independent Contractor Perks

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

Note:

Please click the Apply Now 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.