Construction Admin/Ops Coordinator – Xero, Buildxact

Pear Tree.

Remote Construction Administration & Operations Coordinator supporting UBS Mildura’s Australian building projects. Managing invoices, project documents, supplier coordination, and systems using Xero and Buildxact.

Posted 8/4/2026full-timeRemote • 🇵🇭 PhilippinesMid-LevelSenior💰 A$1,200 - A$1,800 per monthWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates strong expertise in Construction Administration and Project Coordination, with proficiency in Xero and Buildxact for managing supplier invoices and project documentation. Capable of maintaining accurate records and supporting operational efficiency in a fast-paced construction environment.

Highest-signal resume keywords

Xero ProficiencyBuildxact ExperienceDocument ManagementOrganisational SkillsSupplier Coordination

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Construction AdministrationProject AdministrationOperations CoordinationAccounts AdministrationJob Costing SystemsConstruction EstimatingQuotation ProcessesData AccuracyEmail ManagementMultitasking

Soft Skills

Attention to DetailTime ManagementCommunicationProblem-SolvingSelf-Motivated

Tools & Technologies

BuildxactBuildPassXeroMicrosoft OneDriveMicrosoft ExcelMicrosoft OutlookMicrosoft 365

Industry Keywords

ConstructionProject ManagementSupplier CoordinationSubcontractor AdministrationAdministrative Support

Tech Stack

Tools & technologies

Cloud

About the role

Key responsibilities & impact

Process and code supplier invoices using Buildxact and transfer financial data into Xero
Match invoices to purchase orders, job numbers, and project details
Assist with project cost tracking and maintain accurate supplier and project records
Coordinate daily administrative tasks and support Project Managers
Follow up estimates, quotations, and project actions
Liaise with suppliers, subcontractors, and internal teams to keep projects on track
Manage shared inboxes, prioritise emails, and coordinate follow-ups
Prepare project documents and provide general administrative support
Maintain organised project documentation using OneDrive
Keep Buildxact, BuildPass, Xero, and project records accurate and up to date
Support ongoing improvements to administrative systems and workflows

Requirements

What you’ll need

Previous experience in Construction Administration, Project Administration, Operations Coordination, or Accounts Administration
Strong working knowledge of Xero
Experience using Buildxact or similar construction management software
Experience using BuildPass, or willingness to learn
Strong organisational, administrative, and multitasking skills
Experience managing busy email inboxes and prioritising competing tasks
Strong document management experience using cloud-based platforms such as Microsoft OneDrive
Excellent attention to detail and data accuracy
Strong communication and time management skills
Ability to coordinate multiple projects within a fast-paced construction environment
Self-motivated, proactive, and capable of working independently
Previous experience supporting an Australian construction or building company (nice to have)
Understanding of construction estimating and quotation processes (nice to have)
Experience with project management and job costing systems (nice to have)
Exposure to supplier coordination and subcontractor administration (nice to have)
Experience coordinating multiple active construction projects simultaneously (nice to have)
Proficiency with Microsoft Excel, Outlook, and Microsoft 365 (nice to have)
Strong problem-solving mindset with a focus on improving systems and workflows (nice to have)
Ability to identify priorities, streamline processes, and support operational efficiency (nice to have)

Benefits

Comp & perks

AU Holidays
Remote work arrangement
AU Hours