Executive Assistant – Project Coordinator

• Manage calendars, meetings, emails and correspondence for three principals
• Schedule appointments and site visits, maintain calendars and draft emails for review or approval
• Provide day-to-day administrative support and manage competing priorities
• Track deadlines, provide reminders and coordinate administrative or personal requests
• Monitor project management systems and track outstanding tasks across multiple projects
• Follow up with consultants, engineers, contractors and stakeholders to secure deliverables on time
• Coordinate project-related requests and communications
• Follow requests from initial instruction through completion and keep stakeholders informed
• Support on-site activities by contacting contractors, coordinating material orders and recording project information
• Maintain accurate project files and records in OneDrive, spreadsheets and other systems
• Organise drawings, engineering reports, building plans, bushfire reports, contracts, disclosure plans and other documentation
• Control document versions and distribute correct plans, reports and records
• Act as a communication link between principals, consultants, contractors, engineers, suppliers and other stakeholders
• Provide administrative support for property acquisitions
• Maintain property and project records and prospective buyer information and CRM records
• Coordinate social media posts, EDMs and newsletters
• Identify workflow improvements and use AI tools and digital systems to improve administrative efficiency

• 4+ years of demonstrated experience in an Executive Assistant, Project Coordinator, Project Administrator, Operations Coordinator or similar role involving substantial administrative and coordination responsibilities
• Exceptional organisational skills and attention to detail
• Proven ability to track tasks, manage follow-ups and take ownership through to completion without constant supervision
• Excellent written and verbal English communication skills
• Strong interpersonal skills and emotional intelligence
• Sound judgement and prioritisation skills
• Strong computer literacy
• Ability to work independently using email, calendars, spreadsheets, cloud-based document management systems and project management tools
• Experience in property development, civil construction, building, engineering, infrastructure or another project-based industry
• Familiarity with technical project documentation, including engineering drawings, construction plans, bushfire reports, contracts and disclosure plans
• Experience supporting founders, directors or business owners in a lean team
• Familiarity with Monday.com or similar project management and CRM platforms
• Proficiency in Microsoft Outlook, OneDrive and Excel
• Experience in property acquisitions, acquisition correspondence, sales administration or buyer database management
• Exposure to marketing coordination or AI tools
• Must work 9:00AM–6:00PM Australian time
• Independent contractor arrangement

• Great opportunities for career growth
• Opportunity to work in an amazing environment
• 100% remote work