- Workplace
- Remote
- Type
- Full-time
- Source
- RecruiterFlow
Description
The snapshot
Staffstream is hiring a Project Coordinator for an Australian residential construction and development business delivering quality new homes and development projects. The business runs multiple active projects at once and places a strong focus on operational discipline, supplier relationships, and financial control throughout the construction process.
As the project pipeline grows, you'd join the existing project coordination and administration team, taking on a defined range of procurement, financial administration, and project coordination tasks that keep individual projects moving efficiently. This role is built around two platforms: BuildXact for purchase orders and project administration, and Xero for financial administration — hands-on experience with both is essential.
What you will actually do
Purchase orders & BuildXact administration
- Manage and raise purchase orders across active construction projects within BuildXact — ensuring all POs are accurately created, correctly coded to the relevant project and cost category, and issued to suppliers and trades in a timely manner.
- Maintain accurate and up-to-date project records within BuildXact, ensuring all procurement and financial data is entered correctly and accessible to the project management team.
- Raise variation requests, cost adjustments, and budget updates within BuildXact as directed by the project management team, ensuring the system reflects the current state of each project at all times.
Supplier & trade quote management
- Chase and follow up quotes from suppliers and subcontractors across active and upcoming projects — maintaining a structured and persistent approach to ensure pricing is received within the timeframes required by the project schedule.
- Compile and organize received quotes for project manager review, ensuring all quote information is complete, clearly presented, and ready for comparison and approval.
Supplier & trade quote management
- Chase and follow up quotes from suppliers and subcontractors across active and upcoming projects — maintaining a structured and persistent approach to ensure pricing is received within the timeframes required by the project schedule.
Materials ordering & procurement support
- Place and manage materials orders with suppliers once quotes and POs have been approved — coordinating delivery scheduling with the site team and ensuring materials are ordered with sufficient lead time to avoid project delays.
- Track the status of outstanding orders and deliveries, following up with suppliers proactively and escalating any delays or supply issues to the project manager in a timely manner.
- Maintain accurate records of all materials ordered, deliveries received, and any discrepancies between purchase orders and invoices — flagging issues for resolution before payment is approved.
Xero financial administration
- Perform bank reconciliations within Xero, ensuring all transactions are accurately matched, and any unreconciled items are investigated and resolved promptly.
- Process and manage project-related invoicing within Xero — including raising invoices, allocating receipts, and maintaining accurate debtor and creditor records across active projects.
Project administration & coordination support
- Provide broad project administration support to the project management team — assisting with document management, correspondence, scheduling coordination, and any ad-hoc tasks that keep projects running smoothly.
- Maintain organized digital project files and records, ensuring all documentation related to purchases, quotes, orders, and financial administration is filed correctly and accessible to the broader team.
What you need to bring
- Demonstrated, hands-on experience with BuildXact for project management, purchase order creation, and financial administration within a construction environment — this is a non-negotiable requirement.
- Proficiency in Xero for bank reconciliation, invoicing, and financial record management — candidates must be able to demonstrate direct platform experience.
- Background in construction project administration, residential building, or a related trades and contracting environment.
- Strong organisational and follow-up skills, particularly in the context of chasing supplier and trade quotes and managing procurement timelines across multiple projects simultaneously.
- Attention to detail in purchase order management, invoice processing, and financial data entry — understands the consequences of errors in a construction financial context.
- A fast learner who can absorb new processes and systems quickly and contribute productively from an early stage with the support of the existing team.
- Experience coordinating with subcontractors and suppliers across a construction project pipeline, including quote management and delivery coordination, is a genuine plus.
- Familiarity with construction procurement and materials ordering processes — understanding of typical lead times, supplier relationships, and the commercial implications of procurement delays — is desirable.
- Experience working within a project management team environment alongside coordinators, project managers, and site personnel is desirable.
The setup
- This role is open to Philippines-based candidates.
- Fully remote, working full Australian business hours.
Skills
ProcurementProject Management
