Construction Operations Coordinator – Xero & Buildxact

About the role

We are seeking a Construction Operations Coordinator to become the administrative backbone of a growing construction business. You will own administrative, financial, and coordination tasks, enabling the company to scale, improve cash flow, and shift from a reactive one‑person operation to a structured organization.

Key responsibilities

• Respond to new client inquiries via phone and web within 24 hours.
• Serve as primary client contact, managing follow‑ups for selections, approvals, and meeting scheduling.
• Prepare client invoices in Xero based on project progress in Buildxact and follow up on outstanding payments.
• Coordinate subcontractor communication, chase quotes, confirm availability, and maintain up‑to‑date compliance documents.
• Assist in scheduling sub‑trades and follow up with suppliers to avoid on‑site delays.
• Manage the owner’s calendar, protecting time for high‑value activities such as quoting and business planning.
• Create and publish social‑media content that showcases the company’s work.
• Document business processes and develop detailed Standard Operating Procedures (SOPs) for all administrative tasks.

Required profile

• Proven experience in an administrative, operations, or project coordination role, preferably in construction or trades.
• High proficiency with accounting software, specifically Xero.
• Experience with construction management software (e.g., Buildxact) or a similar CRM/project‑management tool.
• Ability to work autonomously, take ownership of tasks, and proactively identify improvements.
• Experience creating and documenting SOPs.
• Strong calendar‑management skills and comfort acting as a gatekeeper for executive time.

Required skills

• Xero accounting software
• Buildxact construction management software

What we offer

• Permanent work‑from‑home arrangement
• Immediate hiring
• Health insurance coverage for eligible locations
• Independent contractor perks