Operations & Financial Management Specialist (SDP)

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

Overview: Join a dynamic dual-company construction operation in Australia, supporting both residential building and commercial carpentry divisions. You’ll be the operational backbone, managing critical financial processes, client communications, and system integrations across multiple platforms including BuildExact, Xero, and Procore. This role offers the opportunity to streamline operations for a growing business while working directly with the owner to implement efficient processes and drive business growth. You’ll play a crucial role in transforming manual processes into systematic workflows that support the company’s expansion goals.

Responsibilities:

• Monitor and respond to all builder and client inquiries within 4 hours across both residential and commercial divisions
• Process and categorize invoices for both companies within 24 hours, ensuring zero overdue payments due to processing delays
• Coordinate communications with subcontractors and manage variation requests with 100% documentation within 48 hours
• Maintain organized project records and generate weekly status update reports for all active projects
• Track payment schedules and manage accounts payable across both Xero accounts
• Reconcile costs against budgets and generate monthly project cost variance reports
• Update cash flow forecasts with 95% accuracy using existing Excel templates from business coach
• Create and maintain digital filing systems for easy document access within 24 hours
• Track and update insurance requirements and compliance documentation
• Coordinate scheduling between carpentry and building operations to prevent conflicts
• Input historical job tracking data into BuildExact and STIC systems
• Create and maintain SOPs for estimation processes and recurring operational tasks
• Generate operational reports for management review and document monthly efficiency improvements
• Support quote preparation and follow-up processes to improve response times
• Manage internal communications to provide real-time support to field teams for drawings and specifications

Scopes:

• Support both SK9 Developments (residential building) and carpentry company operations
• Manage communications across multiple platforms including email, project management systems, and direct client contact
• Handle financial processes for two separate Xero accounts and associated software integrations
• Coordinate with team of 10 people including 2 foremen, carpenters, apprentices, and subcontractors
• Support projects ranging from residential builds to commercial carpentry contracts
• Work with existing external bookkeeper and accountant to ensure seamless financial operations
• Implement and maintain systems integration between BuildExact, STIC, Xero, and other construction software
• Support business growth objectives including increased domestic builder’s insurance capacity and potential development projects
• Manage ATO debt repayment tracking and compliance requirements
• Create systematic approaches to replace manual processes currently consuming 50% of owner’s time
• Support quote turnaround improvement from current 3-4 day average to more competitive timeframes
• Establish processes for real-time job cost tracking and profitability analysis
• Coordinate with wife’s client relationship management activities to ensure seamless customer experience

Requirements

• Strong experience with construction industry software, particularly BuildExact, Xero, and project management platforms
• Familiarity with Australian construction processes, compliance requirements, and industry terminology
• Experience with Procore, Aconex, HammerTech, and Bluebeam preferred
• Excellent written and verbal communication skills for client and subcontractor interactions
• Strong organizational skills with ability to manage multiple projects simultaneously across two companies
• Experience with invoice processing, accounts payable, and financial reconciliation
• Proficiency in Excel for cash flow forecasting and data management
• Understanding of construction estimating processes and takeoff procedures
• Ability to work independently while maintaining regular communication with business owner
• Experience creating and maintaining standard operating procedures
• Knowledge of fire safety compliance and building codes (beneficial)
• Familiarity with OneDrive and collaborative file management systems

Benefits

Independent Contractor Perks

• Permanent work from home

• Immediate Hiring

• Steady Freelance Job