Project Manager / Administrator

Role Overview

We are looking for an experienced and highly adaptable Construction Project Manager to coordinate projects, trades, suppliers, logistics, and day-to-day operational requirements.

Construction project management experience is the number-one priority for this hire. The successful candidate should understand how construction projects operate in practice: coordinating multiple trades, chasing deadlines, solving unexpected problems, managing dependencies, and ensuring work continues progressing.

This is deliberately a broad role rather than a narrowly defined Project Manager position. We are a growing business where processes and SOPs are still being developed, so you will regularly be asked to step outside traditional project management responsibilities and assist with research, administration, executive support, and other business priorities.

The right person will enjoy that variety and be comfortable being asked, “Can you figure this out?” even when there is not an established process to follow.

Key Responsibilities

Construction Project Management – Primary Focus

• Coordinate construction projects from planning through to completion
• Manage project schedules, timelines, milestones, and outstanding actions
• Coordinate trades, contractors, suppliers, and other project stakeholders
• Proactively chase trades and suppliers to ensure agreed deadlines are met
• Identify project delays, dependencies, and potential risks before they become larger problems
• Coordinate materials, equipment, and site requirements
• Maintain visibility across multiple moving parts and competing priorities
• Keep management informed of project progress, delays, and required decisions
• Maintain accurate project information, tasks, and documentation
• Help establish stronger project management processes as the business grows

Trade & Supplier Coordination

A significant component of this role will involve direct phone communication with Australian trades and suppliers.

Responsibilities will include:

• Contact trades and suppliers to confirm availability, pricing, and timelines
• Follow up overdue work, materials, and outstanding commitments
• Push stakeholders for clear answers and realistic delivery dates
• Coordinate information between different trades and project stakeholders
• Source alternative suppliers or contractors when existing options are unavailable
• Maintain professional relationships while being sufficiently assertive to keep projects moving

The successful candidate must be confident on the phone and comfortable having direct conversations when deadlines are at risk.

Research & Problem Solving

• Independently research solutions to unusual project and operational requirements
• Source suppliers, contractors, products, and specialist services
• Research requirements in regional and remote Australian locations
• Find practical solutions for requirements such as crane operators, transport providers, specialist trades, materials, or staircase designs
• Compare suppliers, pricing, specifications, and availability
• Work through large amounts of information and identify the most practical solution
• Use AI and online research tools to accelerate research while independently validating information
• Present management with clear options and recommendations rather than simply forwarding raw information

Project Documentation & Systems

• Maintain accurate project records and documentation
• Track actions, deadlines, milestones, and outstanding requirements
• Maintain project information within the company’s chosen project management system
• Organise supplier quotes, contracts, drawings, and supporting documentation
• Assist with developing project templates, checklists, and workflows
• Help document processes and progressively build SOPs as repeatable workflows emerge
• Create greater visibility and structure across projects without requiring established processes to already exist

General Operations & Administration

This role requires someone willing to support the wider business wherever needed, including:

• General business administration
• Preparing and organising documents
• Maintaining spreadsheets and trackers
• Following up emails and outstanding actions
• Scheduling and meeting coordination
• Supplier and contractor administration
• Data entry and information management
• Basic reporting and project updates
• Assisting with Xero or basic financial administration where required
• Supporting other operational priorities as they arise
• Xero /bookkeeping capability is advantageous but is a low priority compared with construction project management and communication skills.

Executive & Personal Support

As part of the broad nature of the role, the successful candidate must also be comfortable assisting leadership with occasional EA and personal tasks.

This may include:

• Research and information gathering
• Scheduling and coordination
• Following up external parties
• Making bookings or arrangements
• Preparing information and documentation
• Completing ad hoc personal or executive tasks when required

The expectation is a flexible, team-oriented approach rather than a rigid distinction between project management and administration.

AI & Technology

The successful candidate should have a practical understanding of modern AI tools and be comfortable using them to improve productivity.

This includes:

• Using tools such as ChatGPT or Claude for research, analysis, and drafting
• Using AI to quickly work through unfamiliar project requirements
• Reviewing and validating AI-generated information rather than accepting it at face value
• Using technology to organise information and accelerate routine work
• Identifying opportunities to improve workflows through AI and automation

Advanced AI expertise is not required, but basic AI competency and a willingness to use it effectively are essential.

Tools & Systems

• Previous experience using project management software is required
• Microsoft Excel / Google Sheets
• Microsoft 365 / Google Workspace
• ChatGPT , Claude , or similar AI platforms
• Xero – advantageous but not essential
• Construction documentation and cloud file management systems

Requirements

• Proven construction project management experience – essential
• Strong understanding of construction workflows, trades, suppliers, and project dependencies
• Excellent spoken and written English
• Confident and assertive telephone communication skills
• Strong project coordination and deadline management capability
• Excellent research and problem-solving skills
• Ability to manage multiple competing priorities simultaneously
• Strong computer and technology capability
• Previous experience using project management tools/software
• Basic competency using AI tools
• High level of initiative and ability to work independently
• Comfortable working without detailed SOPs or established processes
• Willingness to take on administration, EA, and ad hoc operational tasks alongside core project management responsibilities

Highly Desirable

• Previous experience working within the Australian construction industry
• Experience supporting Australian builders, developers, or construction businesses
• Understanding of Australian trades, suppliers, and construction terminology
• Familiarity with Australian council and approval processes
• Experience coordinating permits, approvals, or requirements such as Section 68 applications
• Experience in modular, prefabricated, or transportable construction
• Australian client or stakeholder communication experience
• Basic Xero capability