Construction Administration & Scheduling Coordinator

Phantom Slabs is a growing concrete construction company based in Carrum Downs, completing residential and custom concrete projects throughout Melbourne and Victoria.

Since opening in 2017, we have built our business around quality workmanship, reliability and providing a high level of service to our builders and clients.

We’re now looking for an organised, reliable and switched-on person to join our office team and play an important role in the day-to-day coordination of our projects.

This isn’t just a data-entry or reception role. You’ll be involved in getting jobs ready for construction, coordinating suppliers and subcontractors, communicating with builders and supervisors, and making sure the information our site teams need is accurate and ready when they need it.

The Role

Your responsibilities will include:

• Scheduling and programming materials, surveyors and subcontractors for upcoming projects

• Coordinating jobs from call-up through to commencement on site

• Raising and organising purchase orders with suppliers

• Ordering and coordinating construction materials

• Reviewing plans, engineering documentation, scopes of works and purchase orders

• Ensuring the latest plans and project information are available before works commence

• Liaising with builders, site supervisors, suppliers and subcontractors

• Assisting with tenders, estimating and material take-offs

• Checking quotes and scopes with our estimating team

• Maintaining job records and keeping project information up to date

• Following up outstanding information rather than waiting for it to arrive

• Assisting with general administration and the day-to-day running of the office

• Working closely with the business owner and wider team as Phantom Slabs continues to grow

About You

Construction experience is helpful, but not essential. We can teach the right person our systems and how concrete construction works.

You’ll ideally be someone who:

• Is highly organised and enjoys keeping things in order

• Takes ownership of tasks and follows them through to completion

• Has excellent attention to detail

• Can prioritise when several things need attention at once

• Is confident picking up the phone and communicating with people

• Has strong written and verbal communication skills

• Is comfortable asking questions when something doesn’t look right

• Has good computer and general administration skills

• Can work independently without needing to be constantly followed up

• Works well as part of a small team

• Has a positive attitude and a good sense of humour

• Is reliable, honest and accountable

What We Offer

• Full-time position based at our Carrum Downs office

• Training in our construction processes and systems

• A supportive, down-to-earth working environment

• Variety - you won’t be doing the same task all day

• Direct involvement in live construction projects

• Opportunity to take on more responsibility as you develop

• Flexibility where it works for both the employee and the business

• The opportunity to grow your role as Phantom Slabs continues to expand

The Person We’re Looking For

We’re not necessarily looking for the person with the longest resume.

We’re looking for someone dependable who takes pride in doing things properly.

If you see something that hasn’t been organised, you’ll organise it. If information is missing, you’ll chase it. If something doesn’t look right, you’ll ask the question.

You’ll be joining a team where communication, accountability and working together are important.

If you’re organised, approachable, willing to learn and like the idea of becoming an important part of a growing construction business, we’d like to hear from you.