CONTRACTS & OPERATIONS ADMINISTRATOR

- Engagement: Contract role. You will need your own ABN and will invoice us fortnightly.
- Location: Central Fremantle, in-home office. Parking provided.
- Hours: 15 to 25 hours a week, depending on workload. You set your own schedule.
- Rate: $60 to $80 per hour, depending on experience
- Reports to: Justin, Business Owner
- Applications close: Friday 23rd October 2026

ABOUT MISTA RENO

Mista Reno is a high-end residential renovation builder working across Perth. We take on architecturally designed renovations and additions, every one of them above $500,000.

The business is run by its owner, Justin, a registered builder who runs every site. The team is small, the pipeline is strong, and we usually have several projects running at once.

ABOUT THE ROLE

This is a broad, admin-heavy role. You will handle finance administration, lead and client tracking, quoting support, contracts, building permit paperwork, contractor compliance and direct support to the owner.

Justin is on site most days. The purpose of this role is to take what sits in his head and turn it into something written down, tracked and actioned.

This is a contract engagement rather than employment. You will need your own ABN and insurances, you will invoice us fortnightly, and you are responsible for your own tax and superannuation. The rate reflects that.

You decide when and how you do the work, as long as the deadlines are met and you are reachable during business hours. We expect you will have other clients alongside us, and that is fine.

How the work splits

- Finance and general office administration: roughly a third of the hours, and predictable week to week.
- Leads, quoting, contracts and compliance: the rest, and it changes depending on what is live. No two weeks look the same.

Hours move with the workload, so some weeks are closer to 15 and others closer to 25.

WHAT YOU WILL BE DOING

Finance administration

- Manage the accounts inbox and get supplier invoices into Xero against the correct job, ready for the bookkeeper
- Keep Xero and Buildxact aligned so every job's costs are tracked accurately
- Work with the bookkeeper through the week to reconcile invoices and job variations
- Prepare variation paperwork through Buildxact for approval





You will not code invoices or process payments. That sits with the bookkeeper and the owner.

Leads, quoting and clients

- Track every enquiry from first contact through to signed contract against a defined process, and make sure nothing stalls
- Management of our new CRM, run it day to day and keep it accurate
- Work alongside Justin to build quotes in Buildxact
- Working alongside Justin to issue scopes of works and drawings to contractors and suppliers, then chase quotes back inside the deadline
- Deal with clients by email, and manage contractor and supplier relationships by sms and email

Contracts, permits and mobilisation

- Issue client contracts with the budget attached, and chase them through to signature
- Help assemble building permit applications, including certification, home indemnity insurance, the BCITF levy, drawings and engineering
- Support mobilisation once a contract is signed: notify contractors, book front end trades and place long lead orders

Contractor compliance

- Keep every contractor current on HazardCo and make sure the business is doing what the platform requires
- Chase and record insurance certificates, trade licences and White Cards, directly with contractors
- Maintain contractor records and trade rate cards

Support to the owner

- Hold regular check-ins with Justin to capture what is in his head, including voice recordings, and convert it into clear actions that you own and complete
- Some management of his inbox
- Track actions through to completion and tell him what is still outstanding

SYSTEMS AND SUPPORT

The business is part way through a significant overhaul. Buildxact is being introduced for estimating, job tracking and project management, invoice processing has been rebuilt through Xero, and contractor terms, rate cards and compliance processes are documented. Processes exist, and we want someone to take ownership of them and keep improving them.





You will get a handover from our current administrator, structured onboarding on the software, and support while you find your feet. What we need from you is someone who can follow a process, spot where it is not working and put the fix in place.

ABOUT YOU

Essential

- Proven experience in a similar administrative role. No formal qualification is required, but relevant experience is
- Exceptional organisation. This is the single most significant requirement of the role
- Sound judgement on priorities, and the discipline to finish what you start
- Confident chasing contractors and suppliers until you get what you need
- Quick to pick up new software
- Able to troubleshoot, think on your feet and fix problems without waiting to be asked
- A current ABN, or willingness to register one, and your own public liability and professional indemnity cover
- Current driver's licence and own vehicle

Desirable

- Administration experience within the building or construction industry
- Buildxact, Xero and HazardCo, or similar construction and accounting platforms
- Familiarity with building contracts, variations and building permit applications
- A current White Card, or willingness to obtain one.

Working with Justin

You will be supporting a hands-on owner who is on site most days and moving fast. You will need to be comfortable picking up the phone, pinning down answers and keeping things moving. The pace is quick.

WHAT WE OFFER

- Parking provided at the central Fremantle office
- You set your own hours, and scope to work remotely once you are established
- Genuine influence over how a growing business is run, working directly with the owner

Pay: $60.00 – $80.00 per hour

Expected hours: 15.0 – 25.0 per week

Application Question(s):

- Describe your administration experience. If it was in building or construction, tell us the type of builder and the size of the projects.
- Tell us about a time you had to chase several people to get something over the line. What did you do, and what happened?
- Which software have you used for accounting, construction or project management?
- Which days of the week are you available, and how many hours a week are you looking for?

Work Location: Hybrid remote in Fremantle WA 6160

📌 Contracts & Operations Administrator (Fremantle)
🏢 Mista Reno
📍 Fremantle