[Hiring] Project Administrator @Scale-X Solutions

Role Description

This is a remote position.

We are seeking a Project Coordinator/Administrator who will act as the central hub for project administration, facilitating communication, tracking schedules, managing documentation, and ensuring resources are available to meet project deadlines and budgets. This is not a task-following role — we need someone who takes full ownership, drives efficiencies, and improves processes through automation and smart system utilisation.

Key Responsibilities:

• Documentation & Organization: Maintaining project plans, schedules, budgets, and technical documents (reports, contracts, invoices)
• Data Management & Reporting: Maintain clean, accurate data and create dashboards for decision-making by management.
• General Project Admin: Support teams with documentation, scheduling, and compliance.
• Other admin tasks: Arrange team meetings, issue agendas & minutes, set up team functions, etc. as directed by management.
• Email management: Take over the shared inbox currently mismanaged by an in-office admin; upload client-submitted plans into Zoho CRM as leads.
• Quoting support: Read building plans, enter data into an existing spreadsheet (auto-calculates price), then type itemized quote into Xero (kitchen, bathroom, laundry, bedrooms).
• BDM support: Assist with contracts so the BDM can focus on client relationships; VA handles back-end only.
• Cash flow visibility: VA to support reporting via Zoho and Xero — invoicing side only; Leanne manages all bookkeeping.
• Client onboarding: Upload new client contact information into Zoho; no timesheets or payroll involvement.

Qualifications

• Proven project coordination, administration, or a related role experience in the building and construction industry.
• Familiarity with Google workspace.
• Minimum 2-3 years in project administration.
• Excellent communication skills.
• Strong organisational skills, attention to detail, and proactive problem-solving.
• Confident communicator with the ability to train and support staff in digital systems.
• Experience in XERO (invoicing and quotation) is a MUST.
• AU experience is a MUST.