Operations & Finance Virtual Assistant (SH)

Job Description

This is a remote position.

Schedule :   Monday to Friday, 8 : 00 AM – 5 : 00 PM (Sydney Time)  Includes a 1-hour unpaid break

Total Weekly Hours :   40 hours

Responsibilities

Maintain accurate job cards with real-time cost allocations and ensure all financial data is up to date

Generate and send invoices within 48 hours of job completion

Process accounts payable with correct job cost allocation and prepare monthly profitability reports

Maximize utilization of the Wonderbuild platform for document management, budgeting, and staff timesheets

Ensure all project documentation is complete and ready before each project milestone

Maintain compliance records and coordinate renewal schedules for licenses and certifications

Coordinate project scheduling and proactively communicate any delays to clients

Manage email communications using the four-bucket system (spam, direct response, escalation with info, full escalation)

Support targeted marketing campaigns and social media management on Instagram and Facebook

Generate and manage client reviews through a systematic follow-up process

Coordinate marketing initiatives to maintain a 12-month forward booking pipeline

Create and maintain standard operating procedures (SOPs) for all core business functions

Develop comprehensive checklists for task completion and quality control processes

Establish and update price lists within the Wonderbuild system

Develop communication protocols to reduce owner email management time by 80–85%

Support material tracking and reconciliation processes

Assist with Wonderbuild platform setup and migration from Buildxact

Requirements

Strong experience with construction job management software, preferably Wonderbuild or similar platforms

Proven background in bookkeeping and financial operations for construction or trades businesses

Excellent written and verbal communication skills for client interaction

Experience in social media management and basic marketing activities

Strong organizational skills and attention to detail for compliance and documentation

Ability to work independently and proactively identify issues before escalation

Solid understanding of Australian construction industry practices and terminology

Proficiency with Microsoft Outlook and project management tools such as Trello

Experience in creating SOPs and process documentation

Ability to work during Australian business hours and coordinate effectively with field teams

Scopes

Full ownership of financial operations, including job costing, invoicing, and profitability tracking

Complete email management and client communication coordination

Lead the implementation and optimization of the Wonderbuild platform

Develop and maintain all business process documentation and SOPs

Support marketing initiatives aimed at achieving an 80% large-contract client ratio

Manage compliance tracking and renewal schedules

Coordinate with field teams on scheduling and milestone completion

Establish a systematic client review process

Support material inventory tracking and procurement coordination

Collaborate closely with business owners during the 8–12 week implementation period with ongoing optimization

Independent Contractor Perks

Permanent work-from-home setup

HMO coverage (for eligible locations)

Immediate hiring

ZR_27598_JOB

Requirements

Strong experience with construction job management software, preferably Wonderbuild or similar platforms Proven background in bookkeeping and financial operations for construction or trades businesses Excellent written and verbal communication skills for client interaction Experience in social media management and basic marketing activities Strong organizational skills and attention to detail for compliance and documentation Ability to work independently and proactively identify issues before escalation Solid understanding of Australian construction industry practices and terminology Proficiency with Microsoft Outlook and project management tools such as Trello Experience in creating SOPs and process documentation Ability to work during Australian business hours and coordinate effectively with field teams