[Hiring] Construction Admin/Ops Coordinator @D2B

Role Description

UBS Mildura is seeking a detail-oriented Construction Administration & Operations Coordinator to provide critical administrative and operational support across multiple construction projects. This role combines construction administration, project coordination, accounts support, document management, and operational assistance. The successful candidate will:

• Manage supplier invoice workflows.
• Coordinate project documentation.
• Organise team tasks.
• Support project managers.
• Ensure business systems remain accurate and up to date.

The ideal candidate has previous experience in a construction or project-based environment, is comfortable working with Buildxact, Xero, and Microsoft 365, and enjoys bringing structure and organisation to a fast-paced workplace.

Qualifications

• Previous experience in Construction Administration, Project Administration, Operations Coordination, or Accounts Administration.
• Strong working knowledge of Xero.
• Experience using Buildxact or similar construction management software.
• Experience using BuildPass, or willingness to learn.
• Strong organisational, administrative, and multitasking skills.
• Experience managing busy email inboxes and prioritising competing tasks.
• Strong document management experience using cloud-based platforms such as Microsoft OneDrive.
• Excellent attention to detail and data accuracy.
• Strong communication and time management skills.
• Ability to coordinate multiple projects within a fast-paced construction environment.
• Self-motivated, proactive, and capable of working independently.

Requirements

• Process and code supplier invoices using Buildxact and transfer financial data into Xero.
• Match invoices to purchase orders, job numbers, and project details.
• Assist with project cost tracking and maintain accurate supplier and project records.
• Coordinate daily administrative tasks and support Project Managers.
• Follow up estimates, quotations, and project actions.
• Liaise with suppliers, subcontractors, and internal teams to keep projects on track.
• Manage shared inboxes, prioritise emails, and coordinate follow-ups.
• Prepare project documents and provide general administrative support.
• Maintain organised project documentation using OneDrive.
• Keep Buildxact, BuildPass, Xero, and project records accurate and up to date.
• Support ongoing improvements to administrative systems and workflows.

Benefits

• Salary: AUD $1,200 – $1,800 per month.
• Working Hours: AU Hours.
• Holidays: AU Holidays.