Admin Assistant (Construction & Project Administration)

• Working Hours: Following AU business hours
• Work set-up: 100% Remote work under Independent Contractor Agreement

Holidays : AU Holidays

Recruitment process : possible multiple client interviews and an assessment

About the Company & Role

Our client is a well-established Australian business operating within the commercial construction and building services industry, delivering end-to-end project solutions across multiple sectors. The company is known for its collaborative work environment, commitment to quality workmanship, and focus on building long-term relationships with clients and project partners. With a growing portfolio of projects, they rely on efficient administrative processes to keep daily operations running smoothly and ensure project documentation remains accurate and organized. As an Admin Assistant , you will provide essential administrative and financial support to the operations team, helping manage documentation, invoices, and project records while ensuring day-to-day business activities are completed efficiently. This role is best suited for someone who has strong organizational skills, proven Xero experience, and preferably a background supporting businesses within the construction, engineering, or trades industry.

Key Responsibilities

• Provide day-to-day administrative support to the operations and project teams.
• Process invoices, purchase orders, expenses, and financial records using Xero .
• Assist with accounts payable and accounts receivable administration, including reconciliations and payment tracking.
• Prepare, organize, and maintain project documentation, reports, contracts, and correspondence.
• Manage document control by ensuring project files, supplier records, and compliance documentation are accurate and up to date.
• Coordinate meetings, calendars, travel arrangements, and internal communications as required.
• Support procurement administration and maintain organized records for subcontractors and suppliers.
• Perform accurate data entry while maintaining confidentiality and attention to detail.
• Assist with general office administration and other ad hoc administrative duties.

Preferred Experience

• Experience working remotely for Australian companies.
• Familiarity with construction or project management software such as Procore, Simpro, AroFlo, Buildertrend, or similar platforms is advantageous.
• Understanding of construction project workflows, documentation, and compliance requirements.
• Certificate or Diploma in Business Administration, Accounting, Bookkeeping, or a related field is preferred.

Qualifications

• Minimum of 2 years' experience in an Administrative Assistant, Office Administrator, Project Administrator, or similar administrative role.
• Hands-on experience using Xero is required.
• Previous experience in the construction, engineering, building, or trades industry is highly preferred.
• Strong understanding of invoicing, purchase orders, accounts administration, and document management.
• Excellent organizational skills with strong attention to detail.
• Strong written and verbal English communication skills.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and Google Workspace.
• Ability to manage multiple tasks, prioritize workload, and meet deadlines in a fast-paced environment.
• Experience supporting Australian businesses is an advantage.