The posting
We are seeking a highly organised and motivated employee to provide comprehensive support to our busy Director. This role involves assisting with the estimating and costing of new projects as we work through our early contractor engagement process. It also involves assisting the day-to-day construction administration and coordination of live construction projects working with our site team, subcontractors, client, and suppliers. The ideal candidate will possess excellent organisational skills, strong knowledge of residential construction, and an enthusiasm and willingness to learn and assist as the business grows.
- Health Insurance/HMO
- Enjoy unlimited MadMax Coffee
- Diverse learning & growth opportunities
- Accessible Cloud HR platform (Sprout)
- Above standard leaves
GENERAL
- Assisting with the day-to-day operations and tasks of the director
- Updating and managing general company registers
- Equipment registers
ESTIMATING
- Bill of Quantity / Take-off
- Developing Bill of Quantities / Take-offs on Bluebeam including associated markup for director review of each trade package
- Ensure take-off and markup is neat and easy for trades, and personnel to understand and review
- Trade & Supplier Quoting
- Developing trade packages, markups, and scope of works to send out for quoting from subcontractors and suppliers
- Following up with trades and suppliers on getting quotes back on time
- Filing quotes as they are received on OneDrive and logging on tender tracking spreadsheet
- Tender Tracking
- Managing tender tracking spreadsheet so that it is easy for the director to review on the status of received quotes and completed take-offs
- Proposal composition
- Assisting preparation of final proposal ready for approval including
- Developing the tender specification based on developed scope of works and trade quotation inclusion and exclusions
- Inputting tender quotes and BOQ measurements into Buildxact
CONTRACT ADMINISTRATION
- Material Procurement
- Develop / update final material take-offs with markup and lists for materials required for the site team
- Issue material orders to suppliers and confirm delivery date and information with site team
- Subcontracts / Purchase Orders
- Issuing and assisting with the preparation of contracts and purchase orders to trade and suppliers as they are awarded job
- Ensure scope of work finalised and included in contract / purchase order package
- Client Variations
- Logging and tracking client variation requests
- Markups and sending off for trade quotes & as well as preparing take-off/BOQ in Bluebeam
- Assisting with preparation of client variations / PC & PS sum adjustments
- Manage client variations and register — ie: status of each variation
- Inputting final approved variation cost into Buildxact for future invoicing
- General Contract Administration
- Preparing and issuing generic contract documents - commencement, extension of time, notice of delay, project completion notices
PROJECT COORDINATION
- New Project
- Assisting with the setup of new projects - Teams, One Drive File Structure, Buildpass
- Documentation
- Ensure documentation on one-drive is always up to date and filing new documentation, quotes, markups and reports from relevant consultants, subcontractors, and clients as they are received
- Client Selections
- Manage client selection spreadsheet and confirmations by deadline
- Correspondence / RFI’s
- Manage client, trade and consultant RFI’s and ensuring the relevant personnel close out in a timely manner
- Permits / Approvals
- Building permit - compile documentation & chase required paperwork from consultants and authorities
- Occupancy permit - compile documentation & chase required paperwork from subcontractors
- Apply for authority applications/permits (council & services)
SPECIAL PROJECTS
- Take on special projects and assignments as directed by the Director.
- Assist in improvement initiatives to enhance efficiency within the Administration, Estimating, and Procurement processes.
FINANCIAL
- Managing site time sheets and entering into Buildxact (construction cost management software)
OH&S
- Ensuring all trades and contractors are sent the plans, understand and respond with relevant documents — SWMS, Subcontractor Declaration, Hazardous Material Register, Licensing information, Insurances through Buildpass
- Experience: 3–5 years of relevant experience.
- Estimating: Tendering and estimating building materials.
- Contract Administration: Managing purchase orders and obtaining multiple trade quotes across projects.
- Trade Coordination: Managing approximately 40–50 trades per project.
- Excel & Data Management: Register compilation, file system organization, trade list updates, and contractor database maintenance.
- Contractor Sourcing: Finding new contractors and updating business details, addresses, and email contacts.
- Residential Experience: Small, bespoke, high-end residential projects (million-dollar projects) preferred.
- Financial Software: Experience with Buildxact preferred.
- OH&S: Familiarity with SWMS, declarations, and related documentation.
- Industry Background: Residential experience preferred, but candidates from other sectors are welcome, particularly those interested in transitioning to Australian/New Zealand commercial projects.
- Software Skills: Experience with estimating/project software such as Bluebeam is advantageous; currently, some processes are handled manually.
GENERAL
- Proven experience as a Personal Assistant or in a similar administrative or estimating role, preferably in the building or construction industry.
- Strong organisational skills with the ability to prioritise tasks and meet deadlines.
- Excellent written and verbal communication skills.
- Attention to detail and a high degree of accuracy in all work
- Ability to work both independently and as part of a team.
- Flexibility to adapt to changing priorities and tasks.
- Proven experience in building strong and effective team relationships
KNOWLEDGE & SKILls
- Strong written and verbal communication skills in English
- Skilled in reading and interpreting construction plans and report
- An understanding of the residential construction process. Luxury residential construction would be an advantage.
- Proficiency in office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and the MS Teams wider environment (planner, to-do-lists, teams)
- Competent in Bluebeam (preferred) or similar take-off software to both prepare markups and an overall bill of quantities for each specific tradesFamiliarity with estimating processes and general scope for each trade
- General experience in the Adobe package (inDesign, illustrator and photoshop) would be an advantage
VALUES
- Shares core values of quality, authenticity, communication and accountability
- Inspired by assisting clients value engineer and delivering bespoke architectural dream homes
- Collaborative; you have an attitude of acceptance, honest
