Admin / Project Coordinator

About Us
Presidential Building Services Pty Ltd is a Perth-based construction company specialising in residential, commercial, and insurance restoration projects across Western Australia. We are a fast-paced, client-focused business managing multiple projects simultaneously, and we are looking for a highly organised and proactive Admin / Project Coordinator to support our operations remotely.

About the Role
This is a full-time remote position supporting our Managing Director and operations team. You will play a key role in keeping our projects and office running smoothly — from coordinating schedules and documentation to liaising with clients, subcontractors, and suppliers.

We are looking for someone who can start immediately. Please only apply if you are serious, available now, and can demonstrate extensive, proven experience in every essential requirement listed below. If you cannot provide specific examples of your previous work and skills, please do not apply.

Key Responsibilities
Project Coordination

Assist with scheduling, tracking, and coordinating multiple construction projects
Maintain and update project files, timelines, and progress reports
Coordinate with site teams, subcontractors, and suppliers to ensure smooth project delivery
Prepare and manage variation requests, purchase orders, and job documentation
Support estimating tasks including data entry, quote preparation, and follow-ups
Update and manage jobs in AroFlo (our project management software)
Schedule and coordinate site visits for quoting purposes using GoHighLevel (GHL), including booking confirmations, reminders, and follow-ups
Administration & Operations

Manage inboxes, calendars, and correspondence on behalf of the Director
Prepare contracts, proposals, reports, and client communications
Handle accounts administration including invoicing, receipts, and expense tracking
Maintain organised digital filing systems and document control
Assist with compliance documentation, WHS records, and site registers
Liaise with clients, government departments, and insurance companies as required
Confidently make and receive phone calls on behalf of the business — you must be comfortable picking up the phone to follow up, resolve issues, and communicate directly with clients, suppliers, and subcontractors
What We're Looking For
Essential (do not apply if you cannot demonstrate extensive experience in all of the following):

Available to start immediately — no exceptions
Minimum 2 years' extensive, demonstrable experience working in an Australian service-based or construction company (remote or in-person)
Strong understanding of Australian construction industry processes, terminology, and documentation — you must be able to provide specific examples
Excellent written and verbal English communication skills
A genuine problem-solver — someone who takes ownership of issues and finds solutions without needing to be prompted
Confident and proactive communicator, including making and receiving phone calls without hesitation
High attention to detail and ability to manage competing priorities
Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
Reliable internet connection and a professional home office setup
Highly Regarded:

Experience using GoHighLevel (GHL) for scheduling, CRM, or pipeline management
Experience using AroFlo or similar construction/field management software
Familiarity with Australian invoicing, GST, and basic bookkeeping
Experience supporting a director or senior manager in a fast-paced environment
Background in insurance restoration or commercial fitout projects
Working Hours & Time Zone
This role operates 8:00am – 5:00pm AWST (Western Australian Standard Time), which aligns directly with Philippine Standard Time (PST) — no unsociable hours or time zone adjustments required.

What We Offer
Immediate start for the right candidate
Stable, long-term full-time role with a growing Australian construction company
Direct working relationship with the Managing Director
Opportunity to grow your skills across project management, estimating, and operations
Supportive team environment with clear processes and systems
How to Apply
Please send your CV and a brief cover letter to [Insert Email Address] with the subject line: Admin / Project Coordinator Application – [Your Name]

In your cover letter, you must include specific examples demonstrating:

Your previous experience working with Australian companies (construction or service-based) — include company names, your role, and what you did
Software tools you have used (especially AroFlo and/or GoHighLevel) — describe how you used them
A specific problem you solved in a previous role and how you resolved it
Confirmation that you are available to start immediately
Generic cover letters will not be considered. If you cannot provide specific examples, please do not apply.

Incomplete applications or those that do not address the above points will not be reviewed.