Executive Assistant / Admin Coordinator (Construction) – ACTIVE

Job Application Code:  003774 (add this to the application form)

Hours: 20 hours per week (with potential to increase)
Engagement: Long-term

Communication: Whatsapp

Overview

Client Overview:

We are a growing Sydney based, Excavation and Demolition company specialising in High End residential projects & difficult access jobs. Our team includes machine operators, truck drivers, and office support, and we are now transitioning from manual systems (paper diaries, texts, handwritten notes) to a more streamlined digital platform (AroFlo-style earthmoving CRM).

We are fast-paced, action-oriented and growth-focused. We require a proactive and highly organised Executive Assistant / Admin Coordinator to help bring structure, accountability and efficiency into our operations.

Role Overview:

This role will be responsible for supporting the business owners with administrative coordination, scheduling, quoting support, invoicing assistance, document management and CRM upkeep.

You will play a critical role in digitising processes, improving organisation, and ensuring nothing falls through the cracks. This is a long-term position with growth potential as the business expands.

Key Responsibilities (Initial Phase):

1. Scheduling & Coordination

• Manage plant registration and servicing schedules
  
  
• Assist with job scheduling via new CRM platform (earthmoving software)
  
• Coordinate calendar management
  
• Ensure compliance deadlines are met
  
• Provide structured visibility over upcoming work and requirements
  

2. CRM & System Implementation

• Support transition from manual systems to digital platform
  
• Maintain accurate CRM records
  
• Upload and organise job files, dockets, and documentation
  
• Create structured digital filing systems (OneDrive)
  
• Improve workflow organisation
  

3. Quoting & Invoicing Support

• Assist with preparing quotes (training provided)
  
• Understand rates and pricing structures
  
• Support invoicing via Xero
  
• Ensure job documentation aligns with invoicing
  

4. Docket & Data Processing

• Enter tip fee dockets and disposal data into spreadsheets
  
• Track tonnage and costs
  
• Ensure accurate reporting of dump fees and job expenses
  
• Create tracking systems for operational visibility
  

5. Document & File Management

• Manage large files received from builders (Dropbox, SharePoint, OneDrive etc.)
  
• Centralise and organise documents for easy access
  
• Prepare files for printing and review by director
  
• Create structured digital storage systems
  

6. Process Creation & Improvement

• Develop SOPs from training recordings
  
• Document workflows and create process manuals
  
• Assist in building scalable systems for future hires
  
• Recommend improvements for operational efficiency
  

7. General Executive Assistance

• Email management
  
• Administrative support to business owners
  
• Ad hoc task coordination
  
• Provide accountability and follow-through on delegated tasks

Ideal Candidate Profile

Essential Skills & Experience

• 3+ years’ experience in Executive Assistant / Admin role
  
• Strong organisational and data entry skills
  
• Experience with CRM systems (construction/operations experience highly regarded)
  
• Experience working with Xero accounting software.
  
• Advanced Microsoft Excel / Google Sheets skills
  
• Experience with OneDrive / SharePoint file management
  
• Comfortable handling sensitive financial information
  
• Strong written and verbal English communication
  
• Considering moving from OneDrive to Google Drive. Would need someone who is savvy with this area.
  
  

Highly Desirable

• Experience working in Construction or Earthmoving or Demolition fields.
  
• Experience digitising manual business processes
  
• Understanding of quoting and job costing
  
• Ability to work with fast-moving founders
  
• Process-driven mindset

Tools: 

CRM & Operations

• Earthmoving CRM / Job scheduling software (new CRM platform)

Accounting

• Xero

File Storage & Document Management

• OneDrive
• SharePoint
• Dropbox
• Google Drive (under consideration)

Data & Reporting

• Microsoft Excel
• Google Sheets