Administration

• Clean, de-duplicate, update and segment approximately 25,000 existing contacts plus 5,000–10,000 newer buyer and seller contacts
• Run a structured 6–12 month nurture cadence with timely, relevant touchpoints
• Log every call, email and outcome accurately in the CRM
• Make outbound calls about listings, sales, auctions and market reports
• Nurture appraisal leads, qualify timing and motivation, and book appraisals into the principal’s calendar
• Hand over warm, ready-to-list clients with clear notes
• Refer finance opportunities to the in-house broker
• Build and send targeted email and SMS campaigns
• Prepare market updates and suburb reports
• Support social media content and scheduling
• Set up, monitor and refine automated SMS, email and CRM workflows using n8n, Make or built-in CRM automation
• Prepare sale contracts using approved templates and instructions
• Prepare and process Form 6 appointment documents, follow up outstanding items and file completed records subject to principal review
• Provide reception and general administration cover, including answering calls, responding to enquiries, recording messages and managing appointments

Marketing and Sales Administrator

• Prepare, review, issue, and manage trade subcontracts and purchase orders in line with project scope and budget allocations
• Assess, process, and reconcile monthly subcontractor progress claims
• Prepare head contract claims under applicable Australian Security of Payment Acts
• Monitor, log, and evaluate variation requests, extensions of time, and commercial notices
• Ensure compliance with head contract terms
• Track project budgets and update monthly cost forecasts
• Maintain variation registers
• Assist with financial reporting and cash flow management
• Verify subcontractor insurances, licenses, site compliance documentation, and safety standards before site mobilization and payment approvals
• Liaise between site project teams, estimators, subcontractors, and suppliers
• Minimize financial friction and resolve potential disputes early

Contract Administrator – Civil Construction

• Prepare detailed estimates, quotes and tenders using Buildxact or similar estimating software
• Complete material, labour and trade take-offs
• Review architectural plans, sketches, specifications and scopes of work
• Build accurate project costings using existing templates, supplier pricing and historical information
• Update estimates following changes to plans, selections or project scope
• Assist with maintaining pricing databases, estimating templates and supplier information
• Identify missing information, inconsistencies or potential cost issues before quotes are finalized
• Support the Director with day-to-day construction administration
• Prepare and maintain project documentation and records
• Assist with purchase orders and ordering materials for active projects
• Coordinate supplier information, pricing and documentation
• Track project requirements and ensure administrative items are followed through
• Maintain organized digital project files and documentation
• Assist with variations and changes throughout the project lifecycle where required
• Progressively take ownership of the estimating and administration workload to increase quoting capacity and support the Director's focus on site operations, client relationships and strategic business growth

Estimator – Contract Administrator

• Provide comprehensive administrative, reporting and analytical support across the business
• Support B&J Executive teams, Operations, Supply Chain, Commercial, Finance and Leadership teams
• Produce daily, weekly and monthly operational and supply chain reports
• Develop and maintain Power BI dashboards and KPI scorecards
• Perform data analysis to identify trends, risks and opportunities
• Create executive-ready visualisations and performance reporting packs
• Maintain reporting databases, spreadsheets and reporting standards
• Support business reviews with actionable insights and recommendations
• Monitor and manage shared inboxes and business requests
• Provide administrative support across all business functions
• Coordinate calendars, meetings, travel and visitor management activities
• Support business improvement initiatives, safety programs and projects
• Coordinate purchasing, suppliers, courier and freight activities
• Process invoices and support finance administration
• Coordinate events, communications, ELT and Board administration

Offshore Administration, Reporting & Business Support Coordinator

• Provide high-level administrative support for the Valuation and Investigations Team
• Support multiple partners
• Prepare proposals, engagement letters, new client setup materials and presentations
• Execute day-to-day billing, monthly statements, credits, adjustments and expense report preparation and reconciliation
• Generate reports
• Maintain partner schedules by planning and scheduling meetings, conferences, teleconferences and travel
• Welcome clients and guests in person or by telephone
• Manage partner prospects and leads
• Assist with monthly firm-wide pipeline meetings and reporting
• Arrange team meetings and events as needed
• Plan, prioritize and organize a diversified workload
• Complete projects and assignments in a timely manner
• Serve as an ambassador of the department

Administrator – Valuation and Investigations Team

• Coordinate and schedule candidates for selection process activities such as assessments, interviews, and onsite visits
• Own pre-employment processing, ensuring proper completion of paperwork
• Prepare offer letters and facilitate background and reference checks
• Maintain candidate files and documentation for compliance
• Lead auxiliary postings for the internal recruitment team and collaborate on requirements for open requisitions
• Prepare daily, weekly, and monthly reports and coordinate schedules and meetings
• Generate reports on candidate and recruiter activity
• Track candidate activity and disposition candidates in applicant tracking systems
• Perform general office duties, including answering candidate and recruiter queries, filing, copying, and data entry

Talent Administrator, Coordinator

• Support customer and business operations through effective mailbox management
• Complete structured training and shadowing on the LLLP mailbox, CRM, Oracle basic navigation, and Measurement Solutions
• Log inquiries and record new customers
• Save, upload, and archive communication records in OCM/WCC, CRM, Shared Folders, and SharePoint
• Generate transaction records, including CRM Logging and SSRS Reports
• Monitor incoming emails in the LLLP mailbox
• Acknowledge receipt of customer emails, purchase orders, and requests for quotation
• Verify new customer accounts and coordinate with the Customer Vendor Data Hub team to create accounts in business systems
• Allocate requests, tasks, and emails to the appropriate individual or support group through workload and escalation management

Mailbox Administrator

• Update the client database system
• Schedule meetings with home buyers and sellers
• Generate client information and feedback
• Act as the initial contact for potential clients through phone calls or email
• Update transaction management systems
• Draft listing agreements
• Proofread and manage contracts
• Prepare documentation for real estate license renewal
• Ensure file compliance for mortgage loans, escrow openings, and other transactions
• Manage social media platforms
• Update online property profiles
• Create marketing collateral such as flyers, posters, and ads
• Communicate with clients, vendors, and team members via calls, text, email, and other channels
• Collaborate with Australian partners and onshore specialists

Real Estate Sales Administrator

• Own the day-to-day administration of the company’s safety, insurance, and risk program.
• Develop, maintain, and update the written safety program for the company’s W-2 workforce.
• Build and deliver remote safety training for employees.
• Develop and maintain training and guidelines on ladder safety, roof access, and fall hazards.
• Maintain emergency action plans, hazard communication, and heat illness materials.
• Administer OSHA 300, 300A, and 301 recordkeeping, including annual posting and electronic submission where applicable.
• Manage training assignments, completion tracking, and recertification schedules.
• Conduct employee incident investigations, including root cause analysis, corrective action assignment, and closure verification.
• Assist with operational workers’ compensation claims and matters.
• Administer the certificate of insurance program and track coverage expirations.
• Maintain subcontractor documentation, including licensing, W-9s, executed subcontract agreements, and insurance.
• Maintain safety and insurance-related contract language in subcontract agreements.
• Verify subcontractor documentation before approval and escalate lapses.
• Administer workers’ compensation claims, carrier coordination, return-to-work tracking, reserve review, and experience modification monitoring.
• Support general liability and auto claims documentation and carrier reporting.
• Coordinate with brokers on renewals, premium audits, and loss control recommendations.
• Administer fleet and driver safety, including MVR review protocols, driver qualification files, and accident reporting.
• Maintain an audit-ready documentation system for training, incidents, corrective actions, claims, and subcontractor files.
• Manage retention schedules and prepare records for OSHA inspections, insurance audits, customer prequalification, and litigation holds.
• Track and interpret federal OSHA and state plan requirements across operating states, including Michigan.
• Produce leadership reporting on incidents, claims, insurance compliance, and program gaps.
• Preserve the legal distinction between W-2 employees and 1099 independent contractors and avoid directing, training, equipping, or disciplining subcontractor personnel.
• Escalate proposed practices that would extend company direction or training to subcontractors to the Vice President of Compliance & Safety.
• No site visits or field supervision; installation work is performed by independent subcontractors.

Safety Administrator

• Coordinate and schedule candidates for selection process activities including assessments, interviews, and onsite visits
• Own pre-employment processing, ensuring proper completion of paperwork
• Prepare offer letters and facilitate background and reference checks
• Maintain candidate files and documentation for compliance
• Lead auxiliary postings for the internal recruitment team and collaborate on open requisition requirements
• Prepare daily, weekly, and monthly reports and coordinate schedules and meetings
• Generate daily reports on candidate and recruiter activity
• Track candidate activity and disposition candidates in applicant tracking systems
• Perform general office duties including answering candidate/recruiter queries, filing, copying, and data entry