Project Administrator & Financial Operations Specialist (RBC)

Responsibilities:

● Manage document all client communications and inquiries into 1 singular hub (Buildertrend), 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 as needed

● 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

● Confirm and lock in commitments from subcontractors, suppliers, and materials well ahead of schedule

● Maximize utilization of Buildertrend 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 Buildertrend integration with Zapier and Make automation tools

Requirements:

● Proven experience in construction administration, project coordination, or similar role in the building industry

● Strong proficiency with project management software, particularly (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

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 Buildertrend 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

Manage/ file all client communications and inquiries, ensuring 24-hour response times across the entire project lifecycle from pre-start to aftercare

If you are looking for flexible remote work Specially foreigners, we encourage you to apply.