Admin & Project Coordinator at RecruitMyMom

Job Description

• Acting as the primary bridge between high-end residential clients and the construction team, this role is the central point of accountability for project finishes and client satisfaction. You will manage the intricate balance of budget tracking, procurement, and site instructions to ensure every architectural detail is executed to specification. This is a critical position for a meticulous professional who thrives on transforming technical plans into beautifully finished homes while maintaining rigorous financial control.

Key Responsibilities

• Client Liaison & Information Management: Serve as the dedicated professional contact for customers, translating their requirements into actionable instructions for the site team.
• Financial Control & Reporting: Maintain monthly cost reports detailing extras versus credits, building a comprehensive "price bible" for typical products and variations.
• Procurement & Ordering: Take full ownership of ordering finish-level materials, including sanitary ware, cabinetry, flooring, appliances, and ironmongery, ensuring all stay within the allocated budget.
• Site Coordination: Review and approve every change or instruction before it reaches the site, providing specific details on electrical points, plumbing positions, finishes, and paint schedules.
• Governance & Compliance: Facilitate essential documentation including water/electrical connections, Home Owners Association (HOA) checklists, and the collection of all compliance and occupancy certificates.
• Administrative Oversight: Manage wage records across various trades and perform detailed reconciliations on all project elements (excluding heavy wet-work items).

Requirements

• Experience: Proven experience in a project coordination, contract administration, or office management role within the construction, interior design, or property development sectors.
• Financial Acumen: Strong ability to track budgets, procure quotes, and manage complex reconciliations.
• Technical Knowledge: Familiarity with residential finishes (flooring, cabinetry, sanitary ware) and the ability to interpret site requirements.
• Organisational Skills: Exceptional attention to detail with the ability to manage multiple project threads simultaneously.
• Communication: High-level verbal and written communication skills suitable for managing both high-net-worth clients and site-based contractors.

Preferred Qualifications

• Relevant qualification in Office Management, Construction Management, or Business Administration.
• Required Software Skills
• Microsoft Excel (Advanced proficiency for cost reporting and recons).
• Microsoft Word & Outlook.
• Familiarity with project management or accounting software (e.g., Xero, BuildSmart, or similar).