Operations & Finance Specialist (C&C)

This is a remote position.

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

OVERVIEW: Join a high-end construction company in Melbourne that specializes in premium residential and commercial projects where quality is truly non-negotiable. You’ll be the operational backbone supporting a growing business that works with architects, designers, and discerning clients on sophisticated builds. This role offers the opportunity to streamline complex construction operations while working with cutting-edge tools and systems. You’ll have direct impact on business efficiency and growth while being mentored by experienced professionals who will help you develop specialized construction industry expertise.

Responsibilities:

• Match all supplier invoices to correct jobs within 24 hours of receipt
• Generate client invoices within 24 hours of job completion using Xero accounting software
• Maintain accurate job costing with proper allocation of materials, labor, and overhead costs
• Process payments and follow up on overdue accounts (most invoices are due on receipt with 50% deposits)
• Organize and maintain complete job documentation including contracts, variations, timesheets, compliance records, permits, and licensing
• Schedule jobs in advance considering workload balance, travel times, and resource availability
• Conduct job audits to ensure all costs, variations, and allowances are properly recorded
• Respond to all client communications within 4 hours during business hours
• Draft client emails for approval before sending (owner prefers to review most communications)
• Coordinate with architects, designers, and subcontractors to maintain project timelines
• Provide proactive project updates to clients rather than reactive responses
• Document and standardize all operational procedures into actionable SOPs
• Maintain digital filing systems for easy access to project documentation
• Support estimating coordination with existing subcontracted estimators
• Ensure compliance documentation is maintained for all projects

Scope:

• Full-time virtual assistant role supporting all operational and financial aspects
• Primary focus on finance/bookkeeping operations (40% of role)
• Operations and compliance management (30% of role)
• Client communications and project coordination (20% of role)
• System documentation and process improvement (10% of role)
• Goal to reduce owner involvement in day-to-day operations by 70%
• Support for 8-12 week implementation timeline with ongoing mentorship
• Potential for role expansion to include dedicated estimator support in future
• Integration with existing subcontracted estimating services initially
• Access to AI and automation tools to enhance productivity
• Regular performance reviews against specific KPIs (zero invoice errors, 100% SLA compliance, client satisfaction >90%)

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Requirements

• Strong experience with Xero accounting software (essential)
• Construction industry experience preferred, particularly with high-end residential/commercial projects
• Excellent written communication skills for client correspondence
• Strong organizational skills and attention to detail for job costing accuracy
• Ability to work independently while following established procedures
• Experience with project management and scheduling
• Understanding of construction terminology, permits, and compliance requirements
• Proficiency with digital tools and willingness to learn new systems (Trello, Komodo screen recording)
• Australian business hours availability (Melbourne time zone)
• Experience with invoice processing and accounts receivable management

Benefits

Independent Contractor Perks

• Permanent work from home

• Immediate Hiring

• Steady Freelance Job