Project & Administrative Coordinator (Xero | HubSpot | Asana)

Job Description

Overview:

Our client is looking for a highly detail-oriented and organized Project & Administrative Coordinator (Xero | HubSpot | Asana). Join an established boutique project delivery and consulting firm based in Sydney, Australia. Working directly with the Director, you will play a pivotal role in ensuring the smooth operational, financial, and administrative flow of high-value projects.

In this role, you will play a pivotal role in ensuring the smooth operational, financial, and administrative flow of high-value projects. The business values absolute precision, proactive communication, and structured workflows. This role also offers the opportunity to take ownership of end-to-end administration, project coordination, and daily bookkeeping, working independently within established procedures.

Schedule: Monday - Friday, 9:30 AM - 6:00 PM AEST | With 1 hour unpaid break (37.5 work hours per week)

Responsibilities:

• Provide comprehensive, high-level daily administrative and project support to the Director
• Lead initial project setups, including creating, assigning, and tracking project milestones in Asana
• Prepare professional fee proposals, process and file formal fee acceptances, and issue project kick-off invoices using Xero
• Manage accounts receivable by proactively following up on overdue invoices, issuing quotes, and updating payment statuses
• Maintain clean database records through accurate data entry and ongoing maintenance in HubSpot CRM and Asana
• Read and interpret basic architectural and engineering drawings to assist with initial project scope and administrative setups
• Source, format, and schedule articles and talent-related content to support brand visibility on LinkedIn
• Maintain clear, concise, and highly responsive daily communication with the Director regarding task progress and timelines

Requirements:

• Accounting & Systems: Proven experience in basic bookkeeping, processing invoices, and managing accounts receivable using Xero
• Technical Aptitude: Ability to read and interpret basic architectural and engineering drawings to extract necessary project information
• CRM & Project Management: Hands-on experience with HubSpot CRM and project management platforms like Asana (or a strong willingness to learn)
• Communication: Exceptional written and verbal English skills; bilingual proficiency in Mandarin is highly regarded to support diverse client and partner relationships
• Administrative Skills: High proficiency in Microsoft Office Suite (Word, Excel, Outlook) and strong familiarity using LinkedIn for business sourcing
• Work Ethic: Highly detail-oriented and organized, with a proven ability to work autonomously, follow strict compliance procedures, and deliver under pressure
• Previous administrative experience within the architecture, engineering, construction, or property development industries

Independent Contractor Perks:

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note:

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.