Project & Finance Administrator
BruntWork
full-time
Posted on:
Location Type: Remote
Location: Australia
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About the role
- Systematically manage and prioritize incoming project-related emails and phone calls for the principal.
- Handle proactive follow-up communications with builders, subcontractors, and suppliers regarding project progress and information.
- Respond to routine client and stakeholder inquiries via email and phone within established service level agreements.
- Process supplier invoices and expense claims through HubDoc and Xero daily.
- Reconcile bank and credit card statements in Xero weekly and prepare batch payment files for approval.
- Perform accurate data entry and update job statuses, labor, and material costs within Simpro daily.
- Upload and manage project documentation and communications within external builder platforms such as Procore and Aconex.
- Document current administrative workflows and processes, creating draft Standard Operating Procedures (SOPs) for key tasks.
- Coordinate and schedule meetings, site visits, and appointments for the team as needed.
- Generate preliminary job profitability and expenditure reports from Simpro/Xero monthly.
- Assist with Xero data cleanup and categorization in coordination with the accountant.
Requirements
- Proven experience (2+ years) in an administrative or virtual assistant role, preferably within the construction, trades, or project-based industry.
- Proficiency with accounting software (Xero, HubDoc) is essential.
- Experience with project management systems (Simpro is highly desirable; experience with similar platforms like Procore or Aconex is a strong plus).
- Exceptional organizational skills and meticulous attention to detail in managing diverse tasks and data.
- Strong written and verbal communication skills for effective liaison with builders, subcontractors, and clients.
- Ability to manage multiple priorities, work proactively, and take initiative with minimal supervision.
- A problem-solving mindset with a focus on identifying and implementing process improvements.
- Reliable internet connection and a dedicated home office setup suitable for professional work.
Benefits
- Independent Contractor Perks
- Permanent work from home
- Immediate hiring
- Steady freelance job
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
data entryinvoice processingexpense claims processingbank reconciliationfinancial reportingSOP documentationproject documentation managementjob profitability reportingdata cleanupcategorization
Soft Skills
organizational skillsattention to detailwritten communicationverbal communicationproblem-solvinginitiativeproactive workmultitaskingtime managementclient liaison