Job Description

Setup and Location: WFH Work Schedule: 9:00 AM – 6:00 PM AEST | 7:00 AM – 4:00 PM PHT Employment Type: Full-time Ready to do work that actually excites you? Reporting to the Production and Estimating Manager, the Construction Administrator is responsible for driving the centralised trade and supplier scheduling function across all construction projects. This role requires a confident communicator who can effectively liaise with trades, suppliers, site supervisors, and internal stakeholders to ensure projects progress in accordance with construction schedules. The successful candidate will be highly organised, proactive, self-motivated, and outcomes-focused, taking ownership of tasks and following through to completion using our in house operating platform, Polaris, and other business systems. What You’ll Do You’ll be the kind of person who: Take full ownership of the day-to-day scheduling and coordination of trades, suppliers, and construction activities through Polaris, consulting with site supervisors, and ensuring all projects remain on program and potential delays are identified and addressed proactively. Lead all scheduling-related communication with trade contractors and suppliers, including deliveries, variations, and site access requirements, confidently communicating scheduling requirements, following up outstanding actions, resolving conflicts, and ensuring commitments are met to maintain construction timeframes. Proactively monitor project milestones and upcoming work fronts within Polaris, identifying risks, chasing outstanding information, and escalating issues early to prevent delays to construction schedules. Organise and facilitate daily Construction Scheduling Huddles with Site Supervisors and relevant internal stakeholders to review project progress, upcoming works, trade bookings, outstanding actions, potential delays, and priority items. Ensure all actions are recorded in Polaris and followed through to completion. Support prompt resolution of defects and warranty items by coordinating trade access and rectification schedules. Support the Site supervisors with ad-hoc procurement, working with the supervisor to provide ETA handover dates, and continuous improvement of construction workflows and manuals. Maintain accurate and up-to-date project information, schedules, workflow tasks, compliance records, and communication logs within Polaris and SharePoint, ensuring data integrity and visibility across the business. Support Occupancy Certificate applications, Practical Completion documentation, and compliance requirements by following up trades, suppliers, certifiers, and authorities to obtain required certificates and information within project deadlines. Assist supervisors throughout the PCI period by coordinating and driving trade attendance, confirming scheduled dates, and ensuring works are completed as planned. Managing the shared inbox Stakeholders Internal Stakeholders: Production and Estimating Manager: Primary reporting line; provide scheduling updates, program performance, and operational support. Site Supervisors: Provide daily/weekly scheduling direction and receive real-time progress, safety, and QA data. Estimating Team: Coordinate on job setup, purchase orders, and variations. CX team: Collaborate on progress reporting and customer updates. External Stakeholders: Trade Contractors & Suppliers: Primary point of contact for all scheduling and coordination matters. Regulatory Authorities, Certifiers, and Utility Providers: Support documentation and approvals as required. Performance Metrics KPI: 90% of internal and external stakeholder queries responded to within defined SLA timeframes. 95% of trade and supplier bookings confirmed within required lead times and updated in Polaris. Reduced schedule delays through proactive follow-up and resolution of outstanding actions. KPI: 90% of allocated workflow tasks completed by due date (tracked via Polaris workflow system). Requirements What You Bring We’re looking for someone who: Residential Construction/site experience Understanding of construction sequencing (high priority) Trade scheduling and coordination (high priority) Understanding of trade dependencies and delays (high priority) Strong communication and follow-up skills (high priority) Australian market experience (highly desirable) Proactive ownership Scheduling software/system experience Strong organisation and attention to detail Problem-solving and adaptability Ability to coordinate closely with site supervisors Benefits Why You’ll Love Working Here HMO, Dental, and Life Insurance for you and one free dependent from day one (with the option to enroll additional dependents) Paid Leaves: Birthday, Vacation, Medical, and Maternity (up to 6 Vacation Leaves are convertible to cash on your anniversary) Employee Engagement Activities: Year-End Party, Family Day, Team Building, and more! Let’s Talk ​ If you’re thinking “this sounds like me”—it probably is. Click apply. We can’t wait to meet you.