Role Overview: This role owns the digital backbone of project delivery, ensuring AroFlo, SharePoint, and related operational systems remain accurate, up-to-date, and decision-ready. By managing system hygiene, daily reporting, timesheet exceptions, PO traceability, and pack compilation, the role allows onshore PMs and field teams to focus on client engagement and site execution.

Key Responsibilities:

1. AroFlo Administration & Hygiene

• Maintain users/permissions as directed; keep access aligned to role boundaries.
• Maintain status codes, sub-statuses, templates, dashboards, and notification routing as directed.
• Keep every active job record decision-grade: owner, due dates, attachments, and notes; chase missing items.
• Ensure quote/task records link to the correct project/job folders and include current plan versions.

1. SharePoint Discipline & Hygiene (No Shadow Folders)

• Maintain filing discipline and naming consistency across job folders and evidence packs; prevent shadow storage locations.
• Ensure key job folders contain required pack elements and that photo/evidence links are usable and ordered.
• Identify non-compliant folders/files and raise fixes to the correct owner (Field Supervisor / Coordinator / PM).

1. Daily Ops Report (Publish by 08:30)

• Chase updates from Field Supervisor / PMs and publish a Daily Ops Report by 08:30 Sydney time.
• Include: what was completed, blockers, required decisions, links to photos/evidence, and next-day plan.
• Escalate missing updates first to Field Supervisor; if unresolved, to Programs Manager.

1. Timesheets — Pre-Reconcile + Weekly Exception Report

• Pre-reconcile timesheets against schedules/tasks and issue a weekly timesheet exception report.
• Flag missing timesheets, incorrect cost coding, or inconsistencies and assign follow-up owners.
• Support Finance in closing payroll periods by ensuring exceptions are surfaced early.

1. PO Register + Invoice-Ready Queue (Revenue Protection Support)

• Maintain a current PO register and link Quote → PO → Tasks in AroFlo.
• Maintain invoice-ready flags/queues once evidence and PM approvals are complete (do not approve commercial accuracy).
• Provide Finance with an invoice-ready queue including evidence links and key references.
• Support ready-to-invoice gate by ensuring the pack exists and is complete before Finance is alerted.

1. Pack Assembly Support (Quote Packs + Job Packs + Handover Packs)

• Compile quote packs (desktop packs, attachments, assumptions/exclusions lists, client templates) for onshore approval.
• Compile handover packs for PM review ensuring required evidence is present and named correctly.
• Store packs correctly and retain submission proof where Coordinator/PM handles external submissions.
• No external submission without approvals; offshore prepares, onshore approves/submits.

Requirements:

• At least 3 years of experience in project administration, PMO, or operations support roles in execution-heavy environments. Experience in telecommunications or infrastructure projects preferred.
• Proficiency with AroFlo or other job/project management platforms; ability to quickly learn new systems is essential.
• Skilled in maintaining accurate project data, producing reports, and compiling project packs.
• Strong attention to detail, with experience in filing discipline, naming conventions, and evidence management.
• Able to coordinate with multiple stakeholders while following strict guardrails and SOPs.
• Excellent time management, reliability, and the ability to work independently in a remote/offshore setup.
• Strong communication and problem-solving skills to escalate issues appropriately.
• Tertiary qualification in Business, Project Management, or related field preferred; familiarity with Australian project environments a plus.

Work Arrangement & Expectations: This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)