Construction Admin/Ops Coordinator – Xero, Buildxact

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Process and code supplier invoices utilizing Buildxact and transfer financial data into Xero.

• Match invoices with purchase orders, job numbers, and project specifics.

• Aid in tracking project costs and maintaining precise supplier and project records.

• Coordinate daily administrative duties and provide support to Project Managers.

• Follow up on estimates, quotations, and actions related to projects.

• Communicate with suppliers, subcontractors, and internal teams to ensure projects remain on schedule.

• Manage shared inboxes, prioritise emails, and handle follow-ups.

• Prepare project documentation and offer general administrative assistance.

• Organise project files using OneDrive.

• Ensure Buildxact, BuildPass, Xero, and project records are accurate and current.

• Contribute to ongoing enhancements of administrative systems and workflows.

⛳️ Requirements

• Prior experience in Construction Administration, Project Administration, Operations Coordination, or Accounts Administration.

• Proficient working knowledge of Xero.

• Familiarity with Buildxact or similar construction management software.

• Experience with BuildPass, or a willingness to learn.

• Strong organisational, administrative, and multitasking capabilities.

• Experience managing busy email inboxes and prioritising conflicting tasks.

• Solid document management experience with cloud-based platforms such as Microsoft OneDrive.

• Exceptional attention to detail and data accuracy.

• Strong communication and time management abilities.

• Capacity to coordinate multiple projects within a fast-paced construction environment.

• Self-motivated, proactive, and able to work independently.

• Previous experience supporting an Australian construction or building company (preferred).

• Knowledge of construction estimating and quotation processes (preferred).

• Experience with project management and job costing systems (preferred).

• Familiarity with supplier coordination and subcontractor administration (preferred).

• Experience managing multiple active construction projects at the same time (preferred).

• Proficiency in Microsoft Excel, Outlook, and Microsoft 365 (preferred).

• Strong problem-solving mindset focused on enhancing systems and workflows (preferred).

• Ability to identify priorities, streamline processes, and promote operational efficiency (preferred).

🏝️ Benefits

• AU Holidays

• Remote work arrangement

• AU Hours