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BruntWork · 1 month ago

Administration and Project Coordinator (D3B)

United States

Full-time

Remote

New Grad, Entry Level

BruntWork is a company focused on operations and project management, seeking an Administration and Project Coordinator. This role involves supporting the General Manager with communication, document management, and project coordination, while ensuring high standards and proactive engagement.

AnalyticsCustomer ServiceDigital MarketingInformation TechnologyMobile AppsOutsourcingSalesSEOSoftwareVirtual Assistant

Responsibilities

Serve as the primary contact for all inbound and outbound calls, including client enquiries and follow-ups on quotes and proposals. You must be comfortable with occasional sales-oriented conversations and maintaining a professional and friendly demeanour

All calls and messages must be attended to promptly. If a call is missed, it is expected that the call is returned no later than the following business day

Coordinate calendars, schedule appointments, and manage travel arrangements as needed

Keep the General Manager informed proactively, ensuring open lines of communication and never requiring them to chase updates

Compile and prepare a range of documents, including quotes, contracts, and handover documents, using tools like PandaDoc

Ensure all documentation is polished, professional, and adheres to Oxford English standards

Maintain a meticulous eye for detail and a commitment to presenting the company in the best possible light

Conduct product research and coordinate tendering processes with subcontractors

Draw on your understanding of the residential construction industry to align tasks with the company’s needs. While Australian construction experience is a plus, a solid grasp of the industry is essential

Work hours will align with Australian Eastern Standard Time, starting from around 10:00 am AEST for six to eight hours a day

Flexibility is offered, but clear communication is expected if you need to step away

Qualification

Office 365CRM SystemsResidential construction knowledgePandaDocCommunication skills

Required

Proficient use of Office 365: Word, Excel, SharePoint, and Teams is mandatory

Prior experience with any CRM platform is required, with a preference for familiarity with Zoho

Confidence in your own abilities, a willingness to take constructive feedback, and a proactive approach to problem-solving are key

Ability to manage yourself effectively and keep all moving parts running smoothly

Serve as the primary contact for all inbound and outbound calls, including client enquiries and follow-ups on quotes and proposals

All calls and messages must be attended to promptly. If a call is missed, it is expected that the call is returned no later than the following business day

Coordinate calendars, schedule appointments, and manage travel arrangements as needed

Keep the General Manager informed proactively, ensuring open lines of communication and never requiring them to chase updates

Compile and prepare a range of documents, including quotes, contracts, and handover documents, using tools like PandaDoc

Ensure all documentation is polished, professional, and adheres to Oxford English standards

Maintain a meticulous eye for detail and a commitment to presenting the company in the best possible light

Conduct product research and coordinate tendering processes with subcontractors

Draw on your understanding of the residential construction industry to align tasks with the company's needs

Work hours will align with Australian Eastern Standard Time, starting from around 10:00 am AEST for six to eight hours a day

Flexibility is offered, but clear communication is expected if you need to step away

Calls, emails, and messages should be acknowledged or responded to within the same business day wherever possible

Any missed calls must be returned no later than the following business day

All communication, whether written or verbal, must be courteous, professional, and aligned with company values

Where there is uncertainty about how to respond to a client, supplier, or stakeholder, escalate the matter promptly to the General Manager rather than leaving it unresolved

Ensure that all significant client or supplier communications are noted in the CRM or relevant system for visibility and continuity