Virtual Construction Project Coordinator (Simpro/Xero/Hubdoc)

Overview:

We are seeking a highly organized and proactive Virtual Construction Project Coordinator (Simpro/Xero) to support the day-to-day operations of a growing renovation business. In this role, you will manage executive administrative tasks, coordinate contractors and material orders, prepare renovation quotes, and oversee job costing and financial administration using tools such as Simpro, Xero, and Hubdoc. The ideal candidate is detail-oriented, tech-savvy, and capable of independently managing multiple projects while driving process improvements and ensuring seamless project execution from quote preparation through completion.

This is a pivotal, highly impactful role acting as the central operational hub for the business. You will take ownership of all project coordination, financial administration, and quoting processes, directly enabling the company to scale its capacity from one to three projects per week while maintaining premium quality and profitability.

Schedule: Monday to Friday, 8:00am to 5:00pm Sydney Time | With 1 hour unpaid break

Responsibilities:

• Manage the owner's email inbox and calendar, triaging messages and drafting responses to protect their focus time

• Prepare initial renovation quotes in Simpro, developing custom quote forms with tiered pricing options (gold, silver, bronze)

• Coordinate material orders, track client selections (e.g., handles, finishes), and schedule deliveries to prevent on-site delays

• Liaise daily with external contractors (plumbers, electricians) and collect job notes and progress photos from field personnel

• Process and categorize supplier invoices and expense claims using Hubdoc and Xero, and reconcile bank statements weekly

• Allocate and track all costs against specific jobs in Simpro to ensure accurate job costing and proactively flag potential 'margin creep'

• Administer the shop drawing process, ensuring they are tracked, scheduled, and accurately costed into final quotes

• Document current administrative workflows and create a comprehensive, searchable knowledge base of Standard Operating Procedures (SOPs)

Requirements:

• Proven experience as a virtual assistant, project coordinator, or administrative assistant, ideally within the construction, trades, or renovation industry

• Strong proficiency or fast-learning capability with job management and accounting software; experience with Simpro, Xero, and Hubdoc is highly preferred

• Exceptional organizational skills with the ability to manage multiple project timelines, material orders, and contractor schedules simultaneously

• Solid financial administrative skills with experience in invoice processing, basic bookkeeping, and accurate job costing

• Excellent written and verbal communication skills for liaising with high-end clients, contractors, and suppliers.

• High attention to detail to ensure quotes are accurate, client selections are confirmed, and margin creep is prevented

• Tech-savvy with a proactive approach to building systems, documenting processes, and optimizing workflows

Performance Expectations:

• Proactively identify bottlenecks and suggest process improvements to enhance efficiency

• Operate with a high degree of autonomy and reliability in a remote work environment

• Maintain a strong focus on customer satisfaction by ensuring seamless behind-the-scenes coordination

• Be adaptable and willing to learn industry-specific terminology and new software features as the business grows

Independent Contractor Perks:

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note:

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.