Construction Administrator

CALDON™ Group; Taree; Hybride; AUD 55 000 - 75 000; Temps partiel

Résumé du poste

Wattle Court Mid-Coast, part of CALDON™ Group, seeks a highly organised Construction Administrator to drive handover from sales to site, manage cash flow, payroll and client updates in Xero.

You will support estimating, pre-construction, construction and completion, keep a live project board, prepare tender and contract documents, and ensure everyone stays on dates and communicates clearly with clients.

Qualifications

• Experience using Xero for invoicing, payroll and supplier payments.
• Strong organisational skills with ability to manage multiple projects.
• Excellent written and oral communication with clients and teams.

Responsabilités

• Track signed jobs through estimating, pre-construction and handover to site.
• Maintain a live project board showing progress and blockers.
• Coordinate approvals with councils, certifiers, engineers and consultants.
• Book and run weekly progress check-ins with sales, estimating and construction leads.
• Flag slippage and risks to Director with proposed fixes.
• Prepare the pre-construction checklist and release items to site.
• Build tender and contract documentation and keep records organized.

Connaissances

Xero

Payroll

Accounts payable

Client communication

Project documentation

Data entry

Office administration

Description du poste

Taree NSW · Part Time (3 days), Moving to Full Time

Construction Administrator

Drive our boutique homes from sales to site while keeping cash flow, accounts and client communication tight.

Wattle Court Mid-Coast is part of CALDON™ Group. Residential construction. Boutique homes built with craftsmanship and discipline across the NSW Mid North Coast.

This position exists to be the driving link between every stage of a Wattle Court home, from sales through estimating, pre construction, construction and completion. The Construction Administrator keeps money moving and paperwork moving, so that signed jobs reach site in the shortest possible time and clients always know where they stand. It carries the administrative engine of the business, including client correspondence, weekly updates, tender and contract documentation, payroll, Xero and accounts payable, and it holds each department to the dates they have committed to.

Reports to Director

What this position owns

1. Drive. Sales to site progression

• Track every signed job through estimating, pre construction and handover to site, and chase the next action until it is done
• Maintain a live board showing where each project sits and what is holding it up
• Follow up councils, certifiers, engineers and consultants on outstanding approvals and documents
• Book and run short weekly progress check ins with sales, estimating and construction leads
• Flag slippage and risks to the Director early with a proposed fix
• Prepare the pre construction checklist and confirm every item is closed before a job is released to site

2. Protect. Cash flow and accounts

• Raise and issue client progress claims as soon as each stage is reached
• Monitor debtors and follow up overdue client payments politely and persistently
• Run the accounts payable process, including matching supplier invoices to purchase orders and preparing payment runs
• Keep Xero accurate and reconciled, including bank feeds, coding and supplier records
• Process payroll on time with correct hours, allowances and superannuation
• Give the Director a short cash position and forecast summary each week

3. Communicate. Client correspondence and meetings

• Send every client a written weekly update on their build
• Answer client calls and emails promptly and keep a record of what was agreed
• Schedule client meetings, selections appointments and site walk throughs and confirm them in writing
• Prepare agendas and issue written follow ups after client meetings
• Handle variations paperwork so clients sign and understand changes before work proceeds

4. Prepare. Tender, contract and project documentation

• Build tender and presentation documents that look sharp and read clearly
• Collate plans, specifications, inclusions and allowances into a single clean package for each job
• Prepare building contracts and supporting documents for Director review and client signing
• Lodge and track insurance, home warranty and compliance paperwork
• Keep templates, letterheads and document formats consistent across the business

5. Maintain. Systems, data and records

• Enter and check job, client and supplier data so the system can be trusted
• Keep digital filing tidy and named to the agreed structure so anyone can find a document
• Write down and improve the recurring processes you run, so they can be repeated by others
• Set up and maintain reporting and checklists in the software the business uses
• Order and manage office supplies, subscriptions and general office administration

Wattle Court Mid-Coast builds boutique homes across the NSW Mid North Coast with craftsmanship and discipline. Every home is a considered piece of work, and the administration behind it needs to be just as considered.

This is the role that keeps the business moving. You will own the paperwork, the money in and out, and the timeline that carries a home from a signed contract to a slab on the ground. You will talk to clients every week, keep Xero and payroll clean, prepare the tender and contract documents, and stay on the tail of anyone holding a job up.

It suits someone highly organised and very capable on a computer, who likes finishing things, works well on their own and is easy for a team to work with. If you enjoy turning a messy handover into a clear plan with dates against it, you will do well here.