Project Administrator & Financial Operations Specialist (RBC)

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 growing construction company specializing in high-end residential and commercial projects as they scale from single to multiple concurrent builds. This role offers the opportunity to be the operational backbone of a dynamic construction business, implementing systems and processes that will directly impact project success and profitability. You’ll work closely with the business owners to transform their operations from reactive to proactive management, while gaining exposure to cutting-edge project management technologies including Monday.com integrations. This is an ideal position for someone who thrives in a fast-paced environment and wants to make a meaningful impact on business growth and efficiency.

Responsibilities:

• Manage all client communications and inquiries, ensuring 24-hour response times across the entire project lifecycle from pre-start to aftercare
• Maintain email inbox to zero unread items daily and provide continuous progress reports to stakeholders
• Schedule and coordinate meetings with clients, designers, engineers, consultants, and subcontractors with adequate lead time
• Process all job costing allocations in near real-time and send invoices within 48 hours of work completion
• Match supplier invoices accurately within 24 hours and maintain up-to-date job profitability tracking
• Complete monthly financial reconciliations on an ongoing basis to provide real-time project financial visibility
• Organize and maintain all project documents, compliance records, and stage completion documentation
• Audit timesheets, variations, and costs to ensure 100% accuracy and compliance
• Schedule jobs with minimum 2-week advance notice, accounting for workloads and travel times
• Confirm and lock in commitments from subcontractors, suppliers, and materials well ahead of schedule
• Maximize utilization of Monday.com platform for document management, budget tracking, and project oversight
• Document all operational procedures and workflows, creating comprehensive SOPs for communication, financial, and operational tasks
• Establish quality control checklists and provide process improvement recommendations
• Support the implementation and optimization of Monday.com integration with Zapier and Make automation tools

Scopes:

• Support scaling from single project management to running two high-end projects concurrently
• Manage complete administrative burden currently consuming 50% of business owner’s time
• Handle all aspects of financial operations including invoicing, job costing, and profitability tracking with 100% accuracy
• Implement and champion Monday.com integration system including training and ongoing optimization
• Create comprehensive SOP library covering all recurring business tasks and processes
• Establish proactive communication systems to eliminate reactive management and client complaints
• Support business growth objectives while maintaining operational excellence and compliance standards
• Collaborate with business owners and Kit Sumabat (TradieVA’s AI/automation specialist) on system implementations and improvements

Requirements

• Proven experience in construction administration, project coordination, or similar role in the building industry
• Strong proficiency with project management software, particularly Monday.com or similar platforms (Buildertrend, Procore, Buildxact)
• Advanced skills in financial management software and job costing systems
• Excellent written and verbal communication skills with ability to manage multiple stakeholder relationships
• Experience with email management systems and inbox organization methodologies
• Proficiency in Microsoft Office Suite, particularly Excel for financial tracking and reporting
• Understanding of construction project lifecycles, compliance requirements, and documentation standards
• Experience with automation tools like Zapier or Make is highly desirable
• Strong attention to detail with ability to maintain 95%+ accuracy in documentation and financial processes
• Ability to work independently and proactively identify process improvements
• Experience in Australian construction industry regulations and compliance preferred

Benefits

Independent Contractor Perks

• Permanent work from home

• Immediate Hiring

• Steady Freelance Job