Construction Operations & Administration (PBS)

Job Description

This is a remote position.

Work Schedule : Monday to Friday 8 : 00am to 5 : 00pm Sydney Time with 1 hour unpaid break.

Join a growing construction company in Australia as their dedicated Virtual Assistant, where you’ll play a crucial role in streamlining operations and supporting business growth. This is an exciting opportunity to work with a modern builder who uses cutting-edge technology like WonderBuild and Xero to manage projects efficiently. You’ll be the backbone of their administrative operations, ensuring nothing falls through the cracks while helping the business owner focus on high-value activities. This role offers the chance to develop expertise in construction project management, financial operations, and client relationship management in a supportive environment.

Responsibilities :

• Manage all client communications (email and phone) with 24-hour response time, categorizing inquiries into four buckets : spam / trash, self-answerable, requiring owner input, or full escalation
• Handle financial operations including matching supplier invoices to correct jobs in WonderBuild, pushing data to Xero, generating client invoices within 24 hours of job completion, and maintaining accurate job costing for profitability analysis
• Coordinate with existing bookkeeper to ensure smooth integration of invoice processing workflow from accounts to Xero
• Manage project scheduling with 4+ weeks lead time when possible, considering workload balance, travel times, and resource optimization
• Maintain organized document filing systems ensuring all project documentation is easily accessible within 2-3 clicks
• Coordinate supplier relationships, manage material ordering to prevent delays, and maintain up-to-date price books through regular supplier contact
• Ensure compliance documentation is complete and properly stored, including HazardCo safety records, permits, and licenses
• Follow up with field staff to ensure job cards are completed, before / after photos are taken, and all data is properly input into WonderBuild
• Create and maintain Standard Operating Procedures (SOPs) for all administrative processes including communications, bookkeeping, scheduling, and compliance
• Develop checklists for field operations and implement systematic reporting processes
• Provide proactive client updates on job status to prevent inquiry calls
• Qualify leads and update deal status in real-time
• Respond to social media comments and direct messages within one hour during business hours

Scopes :

Requirements :

Independent Contractor Perks

ZR_27793_JOB

Requirements

Advanced proficiency in QuickBooks Online HR experience with an AU-based client / company Strong understanding of Australian bookkeeping practices, including BAS Excellent communication and documentation skills Detail-oriented, self-managed, and highly organized Ability to proactively identify and solve problems Previous experience supporting trade businesses is a strong advantage Independent Contractor Perks Permanent remote role with a collaborative team culture Opportunity to make a meaningful impact on business growth and stability Access to backup support and documented processes for smooth operations Be part of a company that values proactive communication and reliability Immediate hiring ZR_24527_JOB