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Posted 4 months ago
Requirements and responsibilities
What You’ll Do:As a Project Coordinator, you’ll be the operational backbone of a premium, design-led residential construction company based in Australia.Working closely with the Director and project team, you’ll ensure projects stay organized, documentation is accurate, subcontractors are aligned, and clients receive timely communication. This role is ideal for someone who thrives in structured systems, enjoys keeping moving parts aligned, and takes pride in precision and accountability.Project & Construction CoordinationMaintain structured project folders and digital file systems (e.g., BuildPass, Wunderbuild).Upload and manage drawings, specifications, and project documentation.Prepare and format quotations, scopes of work, tender packages, and trade documentation.Track RFIs, site instructions, variations, and action items.Prepare meeting agendas and distribute minutes using AI transcription tools.Issue weekly site photo updates and progress summaries to clients.Financial & Commercial SupportCoordinate supplier and subcontractor invoice submissions with bookkeeping.Prepare weekly labour and cost summary reports using project tracking systems.Assist with tender comparisons, trade scope preparation, and cost tracking (PC/PS items).Provide payment status updates to suppliers (under direction).Client & Consultant CoordinationSchedule meetings and manage calendars across stakeholders.Follow up consultants and suppliers for outstanding documentation.Ensure smooth communication between project teams and external partners.Support subcontractor onboarding and compliance documentation.Procurement & Compliance SupportRequest and track supplier and subcontractor quotations.Monitor material lead times and procurement status.Maintain Certificates of Currency, SWMS, SDS/MSDS documentation.Support compliance registers and document tracking systems.Systems & Workflow SupportMaintain and refine templates within construction management platforms.Support development of internal workflows and documentation systems.Assist with marketing collateral updates and project photo organization when needed.Proactively identify gaps in documentation or process and escalate accordingly.About You:Legally eligible to work in the Philippines as an Independent Contractor.2+ years of experience in construction administration, project coordination, engineering/architecture support, or technical admin roles.Strong written English communication skills.Owns a reliable laptop/computer with stable, high-speed internet.Highly organized and detail-oriented.Comfortable managing multiple projects simultaneously.Process-driven with the ability to follow structured systems.Proactive and confident in tracking follow-ups and closing loops.Bonus Points for:Construction management software (BuildPass, Wunderbuild or similar)ClickUp or project management toolsMicrosoft Office (Excel & Word formatting), Google Workspace, Bluebeam or PDF editing tools
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