Administration and Finance Coordinator

CTC; Adelaide; On-site; AUD 65,000 - 90,000; Full time

Job summary

CTC in Glenelg, SA is seeking an Administration & Finance Coordinator to join an established business in the residential building sector. The role combines financial administration, construction administration, contracts, sales support and executive assistance.

You will support management and construction teams, maintain accurate financial and project records, and ensure clients, trades and suppliers receive professional, responsive service. Embrace AI tools to improve efficiency.

Qualifications

• Previous experience in a similar administration, accounts or office coordination role.
• Experience with Xero, including bank reconciliations, accounts payable and receivable.
• Strong organisational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• The ability to manage competing priorities, meet deadlines and work independently.
• Confidence liaising with clients, management, trades, suppliers and external service providers.
• A proactive approach to problem-solving and the ability to anticipate what needs to be done.
• Strong Microsoft Office 365 skills.
• A willingness to learn new systems, embrace AI and identify opportunities to improve processes.
• Experience in residential construction, building administration, HIA contracts, Buildertrend or the SA Planning Portal will be highly regarded.

Responsibilities

• Financial Administration – Manage daily banking, account balances and financial administration for both entities.
• Project Administration – Maintain accurate sales, customer and project information across both businesses.
• Contracts & Sales Administration – Coordinate sales administration from initial enquiry through to contract execution.
• Construction & Client Administration – Arrange and coordinate site measure appointments and client handovers.
• Office & Executive Support – Answer calls, manage office supplies and provide PA support, including AI-generated meeting transcripts.

Skills

Xero experience

Organisational skills

Attention to detail

Communication skills

Independent working

Problem-solving

Tools

Xero

Buildertrend

Microsoft Office 365

AI tools

Job description

• Varied role combining finance, construction administration and executive support
• Opportunity to take ownership and make a real impact
• Collaborative culture

• Varied role combining finance, construction administration and executive support
• Opportunity to take ownership and make a real impact
• Collaborative culture

Administration & Finance Coordinator

We are seeking an experienced Administration & Finance Coordinator to join an established businesses operating in the residential building and home improvement sector, based in Glenelg.

This is a varied, hands-on role combining financial administration, construction administration, contracts, sales support and executive assistance.

You will play an integral role in keeping both businesses running smoothly, supporting management and the construction teams, maintaining accurate financial and project records, and ensuring clients, trades and suppliers receive a professional and responsive service.

This position will suit someone who enjoys taking ownership, working autonomously and finding better ways to do things, including embracing new technology and AI tools to improve efficiency.

About the Role

Reporting to management, you will be responsible for the day-to-day administration and coordination of both businesses, with duties spanning finance, sales, contracts, planning approvals, construction and general office operations.

Key Responsibilities

Financial Administration

• Manage daily banking, account balances and financial administration for both entities.
• Process accounts payable and accounts receivable.
• Complete bank and credit card reconciliations in Xero.
• Assist with weekly, monthly, quarterly and end-of-financial-year reporting.
• Coordinate payroll processing and superannuation administration.
• Calculate and administer sales commissions for Southern Home Improvements.
• Monitor cash flow, upcoming payments and financial commitments.
• Liaise with external accountants and assist with end-of-financial-year requirements.

Project Administration

• Manage incoming sales leads and customer enquiries in Buildertrend.
• Maintain accurate sales, customer and project information across both businesses.
• Administer purchase orders, variations, project budgets and related documentation.
• Maintain project records and ensure information is accurate and up to date.

Contracts & Sales Administration

• Coordinate sales administration from initial enquiry through to contract execution.
• Enter sales costings into estimating and pricing spreadsheets for Southern Home Improvements.
• Ensure contract and sales documentation is complete, accurate and professionally presented.

Construction & Client Administration

• Arrange and coordinate site measure appointments.
• Follow up information and documentation required from clients, trades and suppliers.
• Prepare client handover documentation for both businesses.
• Coordinate client handover gifts and presentation baskets.

Office & Executive Support

• Answer incoming calls and provide professional assistance to clients, trades and suppliers.
• Manage office stationery, kitchen supplies and consumables.
• Maintain a professional reception, boardroom and shared office environment.
• Coordinate meetings and appointments and provide Personal Assistant support
• Prepare meeting summaries, executive notes and business documentation using AI-generated meeting transcripts.

About You

You are a capable, commercially minded administrator who enjoys being the person others rely on to keep things organised and moving forward.

• Previous experience in a similar administration, accounts or office coordination role.
• Experience with Xero, including bank reconciliations, accounts payable and receivable.
• Strong organisational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• The ability to manage competing priorities, meet deadlines and work independently.
• Confidence liaising with clients, management, trades, suppliers and external service providers.
• A proactive approach to problem-solving and the ability to anticipate what needs to be done.
• Strong Microsoft Office 365 skills.
• A willingness to learn new systems, embrace AI and identify opportunities to improve processes.

Experience in residential construction, building administration, HIA contracts, Buildertrend or the SA Planning Portal will be highly regarded.

You do not need to be an AI expert. We are looking for someone who is curious, adaptable and willing to learn how technology can make their work more efficient.