Job Overview

Our client is looking for a Construction Project & Operations Admin to act as the central administrative hub for project and operational information across Buildertrend, supplier communications, trade documentation, basic invoice administration, and fleet records. The ultimate goal is to ensure that nothing important is sitting untracked — orders are followed up, documents are complete, deliveries are recorded, invoices are matched, and operational renewals are identified before they become urgent problems.

Schedule

• Monday - Friday, 8:00 AM - 12:00 PM Sydney (20 work hours per week)

Responsibilities

Project & Buildertrend Administration

• Maintain accurate project information in Buildertrend.
• Enter approved client selections from estimates, quotes, and emails.
• Monitor outstanding selections and follow up overdue items.
• Maintain project documentation and ensure files are attached to the correct job.
• Clear outstanding Buildertrend administrative tasks.
• Maintain project and PO records throughout the project lifecycle.
• Perform regular system housekeeping.

Purchase Orders & Supplier Coordination

• Monitor and action, assign, or escalate orders emails within 24 hours, and prepare/update POs using approved information.
• Verify supplier confirmations against POs for price, quantity, specifications, colour, and lead time, flagging discrepancies to management.
• Update confirmed delivery dates in Buildertrend and proactively follow up suppliers 1–2 weeks before required delivery or after 48 hours for unconfirmed orders.
• Maintain clear records of outstanding orders and supplier follow-ups, escalating significant delays or issues.

Invoice & Bookkeeping Administration

• Match supplier invoices to POs, identify discrepancies or missing documentation, and flag issues to management.
• Process PowerPass invoices weekly, allocate project costs to the appropriate Buildertrend bill intake, and direct overhead items to accounts as instructed.
• Maintain receipts and supporting documentation and assist with monthly PowerPass statement reconciliation.

Trade Compliance & Documentation

• Collect required pre-start trade documentation, including:
  • QBCC license
  • Public liability insurance
  • Workers compensation documentation
  • ABN
  • Subcontract agreement
  • SWMS and other required documentation
• Track license and insurance expiry dates.
• Follow up upcoming expiries approximately 30 days in advance.
• Collect required completion documentation, including applicable:
  • Waterproofing certificates
  • Electrical certificates/forms
  • Plumbing documentation/Form 4
  • Glazing documentation
  • Smoke alarm certificates
  • Warranties
• Upload documents to the correct Buildertrend project.
• Maintain a per-job documentation checklist.
• Chase missing documentation within 48 hours and continue weekly follow-up until received.

Fleet Administration

• Maintain accurate fleet records for vehicles, trailers, plant, and assets, including registration, VIN, drivers, insurance, finance, and odometer details.
• Track registration, insurance, driver licence, pre-start, tag and test, and first-aid requirements, flagging upcoming expiries and renewals.
• Maintain service, maintenance, repair, and booking schedules, and coordinate servicing as directed.
• Assist with fuel-card reconciliation and match Linkt tolls and fines to the appropriate driver where information is available.

Systems & Administrative Housekeeping

• Keep Buildertrend records accurate and current.
• Maintain relevant Pipedrive administrative information where required.
• Organize project documents and folders in Google Drive.
• Maintain consistent email labels, folders, and filters.
• Identify outdated, duplicate, or incomplete records.
• Maintain simple trackers and checklists for recurring operational tasks.

Requirements

• Proven experience in construction, project, purchasing, or operations administration, with experience in similar construction management, purchasing, accounting, or operations systems transferable.
• Experience with Buildertrend, Pipedrive, Google Workspace/Drive, PowerPass, email, and spreadsheets is preferred.
• Strong English communication, attention to detail, organization, document management, and follow-up skills.
• Experience handling purchase orders, supplier coordination, invoices, administrative finance, and multiple deadlines or compliance requirements.
• Able to work independently, identify discrepancies, escalate issues appropriately, and proactively follow up outstanding tasks.
• Review and action, assign, or escalate order emails within 24 hours, maintain accurate Buildertrend and purchasing records, and never progress orders without required approval.
• Proactively monitor supplier orders, trade/fleet compliance, registrations, insurance, servicing, PowerPass transactions, and missing documentation, keeping clear records and management visibility.
• Escalate pricing, variations, disputes, commercial negotiations, and sensitive matters rather than making independent decisions or financial commitments, including supplier payments, vehicle purchases, or insurance payments.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.