Project Administration & Operations Coordinator

Location: Permanent work from home; Monday to Friday, 9:30 AM to 6:00 PM Sydney time with a 1-hour unpaid break.

Company

hirify.global supports an established boutique project delivery and consulting firm based in Sydney, Australia.

What you will do

• Provide daily administrative and project coordination support to the Director.
• Set up projects, record required information, create and track milestones and tasks in Asana, and maintain project documentation.
• Support basic bookkeeping in Xero, including kick-off invoices, quotes, fee proposals, accounts receivable, payment records, and overdue invoice follow-ups.
• Maintain accurate client, contact, project, and financial records in HubSpot CRM, Asana, and related systems.
• Review basic architectural and engineering drawings and coordinate project information with relevant stakeholders.
• Source industry content and support LinkedIn scheduling, business development, and marketing administration.

Requirements

• Previous experience in administration, project coordination, operations, or a similar support role.
• Basic bookkeeping experience, including invoice processing and accounts receivable, with hands-on Xero or similar accounting-platform experience.
• Strong proficiency in Microsoft Office, particularly Word, Excel, and Outlook.
• Experience with HubSpot, Asana, or the ability to learn new CRM and project-management systems quickly.
• Ability to read and interpret basic architectural and engineering drawings.
• Excellent written and verbal English communication skills and availability during Sydney business hours; reliable internet and a suitable work-from-home setup are required.

Nice to have

• Mandarin language proficiency.
• Experience in professional services, project delivery, consulting, architecture, engineering, construction, or property development.
• Experience with LinkedIn for business research, sourcing, or content management.

Culture & Benefits

• Permanent work-from-home arrangement.
• Independent contractor engagement.
• Health insurance coverage for eligible locations.
• Structured processes with an emphasis on precision, proactive communication, accountability, and organised workflows.
• Immediate hiring opportunity.

Hiring process

• Complete the application assessment questions, technical check, and voice recording.
• Hourly pay is established based on performance in the application process.
• Applications with all requirements fulfilled receive priority review.