Position purpose

This position exists to be the driving link between every stage of a Wattle Court home, from sales through estimating, pre construction, construction and completion. The Construction Administrator keeps money moving and paperwork moving, so that signed jobs reach site in the shortest possible time and clients always know where they stand. It carries the administrative engine of the business, including client correspondence, weekly updates, tender and contract documentation, payroll, Xero and accounts payable, and it holds each department to the dates they have committed to.

Reports to Director

What this position owns

1. Drive. Sales to site progression

Track every signed job through estimating, pre construction and handover to site, and chase the next action until it is done
Maintain a live board showing where each project sits and what is holding it up
Follow up councils, certifiers, engineers and consultants on outstanding approvals and documents
Book and run short weekly progress check ins with sales, estimating and construction leads
Flag slippage and risks to the Director early with a proposed fix
Prepare the pre construction checklist and confirm every item is closed before a job is released to site

2. Protect. Cash flow and accounts

Raise and issue client progress claims as soon as each stage is reached
Monitor debtors and follow up overdue client payments politely and persistently
Run the accounts payable process, including matching supplier invoices to purchase orders and preparing payment runs
Keep Xero accurate and reconciled, including bank feeds, coding and supplier records
Process payroll on time with correct hours, allowances and superannuation
Give the Director a short cash position and forecast summary each week

3. Communicate. Client correspondence and meetings

Send every client a written weekly update on their build
Answer client calls and emails promptly and keep a record of what was agreed
Schedule client meetings, selections appointments and site walk throughs and confirm them in writing
Prepare agendas and issue written follow ups after client meetings
Handle variations paperwork so clients sign and understand changes before work proceeds

4. Prepare. Tender, contract and project documentation

Build tender and presentation documents that look sharp and read clearly
Collate plans, specifications, inclusions and allowances into a single clean package for each job
Prepare building contracts and supporting documents for Director review and client signing
Lodge and track insurance, home warranty and compliance paperwork
Keep templates, letterheads and document formats consistent across the business

5. Maintain. Systems, data and records

Enter and check job, client and supplier data so the system can be trusted
Keep digital filing tidy and named to the agreed structure so anyone can find a document
Write down and improve the recurring processes you run, so they can be repeated by others
Set up and maintain reporting and checklists in the software the business uses
Order and manage office supplies, subscriptions and general office administration

Wattle Court Mid-Coast builds boutique homes across the NSW Mid North Coast with craftsmanship and discipline. Every home is a considered piece of work, and the administration behind it needs to be just as considered.

This is the role that keeps the business moving. You will own the paperwork, the money in and out, and the timeline that carries a home from a signed contract to a slab on the ground. You will talk to clients every week, keep Xero and payroll clean, prepare the tender and contract documents, and stay on the tail of anyone holding a job up.

It suits someone highly organised and very capable on a computer, who likes finishing things, works well on their own and is easy for a team to work with. If you enjoy turning a messy handover into a clear plan with dates against it, you will do well here.

Applications take about ten minutes. You will need a resume in PDF format.

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