Construction Admin/Ops Coordinator – Xero, Buildxact

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Pear Tree.

WebsiteLinkedInAll Job Openings

1 - 10 employees

💼 Consulting

📦 Logistics

📣 Marketing

Consulting • Logistics • Marketing

Pear Tree is a Melbourne‑born offshore recruitment and hiring services company that connects Australian, US, and UK businesses directly with skilled offshore professionals (primarily from the Philippines) without agency markups. They provide end-to-end hiring support — sourcing, screening, skills assessments, video interviews, reference checks — and offer payroll, Employer‑of‑Record, and compliance assistance plus a six‑month replacement guarantee. Pear Tree recruits across IT, sales & marketing, finance, creative, admin and operations roles, emphasizing cost savings, direct pay to talent, and secure onboarding workflows.

📋 Description

• Process and code supplier invoices using Buildxact and transfer financial data into Xero • Match invoices to purchase orders, job numbers, and project details • Assist with project cost tracking and maintain accurate supplier and project records • Coordinate daily administrative tasks and support Project Managers • Follow up estimates, quotations, and project actions • Liaise with suppliers, subcontractors, and internal teams to keep projects on track • Manage shared inboxes, prioritise emails, and coordinate follow-ups • Prepare project documents and provide general administrative support • Maintain organised project documentation using OneDrive • Keep Buildxact, BuildPass, Xero, and project records accurate and up to date • Support ongoing improvements to administrative systems and workflows

🎯 Requirements

• Previous experience in Construction Administration, Project Administration, Operations Coordination, or Accounts Administration • Strong working knowledge of Xero • Experience using Buildxact or similar construction management software • Experience using BuildPass, or willingness to learn • Strong organisational, administrative, and multitasking skills • Experience managing busy email inboxes and prioritising competing tasks • Strong document management experience using cloud-based platforms such as Microsoft OneDrive • Excellent attention to detail and data accuracy • Strong communication and time management skills • Ability to coordinate multiple projects within a fast-paced construction environment • Self-motivated, proactive, and capable of working independently • Previous experience supporting an Australian construction or building company (nice to have) • Understanding of construction estimating and quotation processes (nice to have) • Experience with project management and job costing systems (nice to have) • Exposure to supplier coordination and subcontractor administration (nice to have) • Experience coordinating multiple active construction projects simultaneously (nice to have) • Proficiency with Microsoft Excel, Outlook, and Microsoft 365 (nice to have) • Strong problem-solving mindset with a focus on improving systems and workflows (nice to have) • Ability to identify priorities, streamline processes, and support operational efficiency (nice to have)

🏖️ Benefits

• AU Holidays • Remote work arrangement • AU Hours