Job Overview:

Are you a tech-savvy professional who loves turning operational chaos into smooth, automated perfection?

We are looking for an independent rockstar to join us as our Construction Finance & Admin Coordinator (Xero & HubDoc) , serving as the vital heartbeat of our daily business success. In this role, you will have the freedom and autonomy to blend seamless financial management with cutting-edge AI tools to completely revolutionize our tendering workflows. By taking ownership of these critical systems, you will directly empower our leadership team to focus on growth while you thrive in a supportive, permanent work-from-home environment.

Schedule:

• Monday - Friday, 8:00 AM - 5:00 PM Sydney Time (with 1 hour unpaid break)

Responsibilities:

• Process incoming supplier invoices via HubDoc into Xero daily and prepare detailed cost-plus client invoices with supporting evidence weekly.
• Reconcile bank accounts in Xero and monitor job profitability and cost allocations within WonderBuild.
• Automate and distribute tender packs to subcontractors using AI tools, and generate Bills of Quantities (BOQs) via Qubit.
• Collect, organize, and compare subcontractor quotes while maintaining a comprehensive preferred supplier database.
• Conduct targeted research and outreach to architects for lead generation and pre-qualify incoming leads.
• Document existing workflows and create comprehensive Standard Operating Procedures (SOPs) for all key administrative tasks.
• Optimize WonderBuild settings and ensure seamless data flow between Xero and HubDoc.

Additional Expectations:

• Proactively identify and implement process improvements using modern technology and AI.
• Work with a high degree of autonomy and require minimal supervision once onboarded.
• Demonstrate a strong commitment to continuous learning and adapting to new software and systems.
• Maintain strict attention to detail, especially when handling financial data, quoting, and estimating documents.

Requirements:

• Proven experience in bookkeeping and financial administration, ideally within the construction or trades industry.
• High technical proficiency with platforms like Xero and HubDoc.
• Experience with construction management software (WonderBuild experience is a major advantage).
• Familiarity with estimating software (like Qubit) and a strong aptitude for leveraging AI automation tools (like Claude).
• Deep understanding of cost-plus invoicing and job profitability tracking.
• Exceptional organizational skills with the ability to manage multiple project streams simultaneously.
• Excellent written and verbal communication skills for subcontractor and client coordination.

Independent Contractor Perks:

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note:

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. We will set your hourly pay rate based on your performance in the application process. Submissions that meet all requirements will receive priority review.