Construction Admin/Ops Co-Ordinator - Xero/Buildxact AU

Position: Construction Admin/Ops Co-Ordinator

Salary: AUD $1,200 – $1,800 per month

Working Hours & Conditions: AU Hours

Holidays: AU Holidays

ABOUT THE COMPANY:

UBS Mildura is an Australian construction company delivering high-quality building and project services across the Mildura region. With multiple active construction projects running simultaneously, the company is committed to maintaining efficient project delivery through strong operational systems, accurate financial administration, and seamless coordination between project teams, suppliers, and subcontractors.

As the business continues to grow, UBS Mildura is looking for a highly organised and proactive Construction Administration & Operations Coordinator to help streamline day-to-day operations, maintain project accuracy, and support the successful delivery of construction projects.

OVERVIEW:

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, and 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.

RESPONSIBILITIES:

Construction Administration & Accounts Support

• 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.

Project & Team Coordination

• 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.

Email & Business Administration

• Manage shared inboxes, prioritise emails, and coordinate follow-ups.
• Prepare project documents and provide general administrative support.

Document & Systems Management

• 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.

Requirements

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.

PREFERRED SKILLS (nice to have):

• Previous experience supporting an Australian construction or building company.
• Understanding of construction estimating and quotation processes.
• Experience with project management and job costing systems.
• Exposure to supplier coordination and subcontractor administration.
• Experience coordinating multiple active construction projects simultaneously.
• Proficiency with Microsoft Excel, Outlook, and Microsoft 365.
• Strong problem-solving mindset with a focus on improving systems and workflows.
• Ability to identify priorities, streamline processes, and support operational efficiency.

Originally posted on Himalayas