Project Administrator & Systems Coordinator

This is a remote position.

Job Title: Project Administrator & Systems Coordinator

Work Schedule: Monday to Friday 9:00am to 6:00pm Sydney Time with 1 hour unpaid break.

Job Type: Full-time

Candidate-facing description: Join a forward-thinking sustainable construction company as their Project Administrator & Systems Coordinator. You’ll be at the heart of operations, ensuring smooth project workflows while supporting the implementation of new systems and processes. This role offers the opportunity to make a significant impact by streamlining operations for a company that specializes in energy-efficient building practices with their unique “shade of green” approach. If you thrive in a dynamic environment where your organizational skills directly contribute to business growth and sustainability goals, this position is perfect for you.

Responsibilities:

• Manage project administration and document flow, ensuring all documentation moves through workflow stages properly
  
• Match and allocate invoices to appropriate job codes and budget lines in Wonder Build, including handling split invoices across multiple projects
  
• Track job profitability by reconciling invoices against budgets and purchase orders
  
• Triage and manage email communications, drafting responses and ensuring timely follow-ups
  
• Support client and team communication, acting as a liaison between stakeholders
  
• Document all processes and create/maintain standard operating procedures (SOPs)
  
• Assist with implementation of new systems including the transition from Dropbox to Office 365 and manual sheets to Wonder Build
  
• Perform daily, weekly, and monthly checks and balances to ensure nothing is missed
  
• Support the operational restructuring by taking on administrative tasks that allow leadership to focus on client relationships and business development
  

Requirements

• Strong organizational skills with attention to detail
  
• Experience with project management or administrative support
  
• Proficiency with Microsoft Office 365 suite
  
• Ability to learn new software systems quickly (Wonder Build experience a plus)
  
• Excellent written and verbal communication skills
  
• Problem-solving mindset with initiative to improve processes
  
• Understanding of basic accounting principles for invoice matching and budget tracking
  
• Ability to work independently while following established processes
  
• Experience with or willingness to learn construction industry terminology
  

Scopes:

• Handle all project administration documentation from pre-construction through to completion
  
• Manage communication flow between the company, clients, and subcontractors
  
• Support 10-15 construction projects simultaneously
  
• Process and allocate invoices within 24 hours of receipt
  
• Maintain accurate and up-to-date documentation across all systems
  
• Contribute to the development and implementation of new operational processes
  
• Support the company during a key transition period while a team member is away for 3-4 months