Project & Operations Coordinator (GBC)

• This is a remote position.
• Work Schedule: Monday to Friday 8:00am to 5:00pm Sydney Time with 1 hour unpaid break.
• Job Type: Full-time

Responsibilities:

• Manage customer communications and ensure all inquiries are responded to within 4 hours during business days
• Follow up on quotes and ensure proper qualification of leads
• Handle operational bookkeeping including matching invoices to completed jobs within 48 hours
• Generate accurate invoices and manage variation drafting for fixed-price contracts
• Organize and maintain all project documentation in digital filing systems using consistent folder structures
• Coordinate with subcontractors (plumbing, electrical) and manage trade quotes
• Support quote preparation process using BuildExact software and Excel imports
• Manage job folders in Dropbox and ensure all trade quotes are properly filed
• Clear email inbox and maintain organized communication records
• Schedule work and coordinate project timelines
• Document all processes and maintain SOPs for consistent operations

Scope:

• Support a small building company with 1 carpenter, 1 apprentice, and the owner
• Handle approximately 20% of owner’s current workload (8 hours per week initially)
• Work with residential and commercial projects including work for interior designers
• Manage both new construction and renovation projects
• Interface with external estimating company and various trade contractors
• Use BuildExact for job management, Xero for accounting, and Dropbox for file storage
• Initially focus on communication management, bookkeeping, and project documentation
• Gradually take on more responsibilities as systems are developed and refined
• Help transition administrative tasks currently handled by owner’s wife
• Support goal of improving quote response times from current rating of 6⁄10 to excellence
• Enable owner to focus more time on client work and business development

Requirements

• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Proficiency with technology including Excel, email management, and ability to learn new software
• Experience with or willingness to learn construction industry terminology and processes
• Ability to work independently and manage multiple priorities
• Strong follow-up skills and ability to maintain systematic processes
• Comfortable working with numbers and basic bookkeeping concepts

Benefits

Independent Contractor Perks

• Permanent work from home

• Immediate Hiring

• Steady Freelance Job