Virtual Assistant – Construction, Administration

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Process and assign supplier invoices within Buildertrend and Xero.

• Conduct job reconciliations and assist with monitoring project costs.

• Establish suppliers and subcontractors in Buildertrend and Xero.

• Create and sustain job records while uploading project documentation.

• Prepare and oversee purchase orders alongside filing systems.

• Monitor certification requests and aid in managing change orders and scheduling updates.

• Coordinate reports, applications, project images, and stakeholder documentation.

• Draft owner contracts and respond to inquiries for owner information.

• Facilitate end-of-build communications, handover details, client correspondence, and project documentation.

• Process supplier registrations, trade applications, onboarding, insurance forms, and compliance records.

• Maintain databases and records for suppliers.

• Manage content for social media and update the company website.

• Assist with LinkedIn, Houzz, Vimeo, and other online platforms.

• Develop marketing materials using Canva and coordinate submissions for industry awards.

• Upload project media and manage digital marketing assets.

• Organise health and safety documentation and assist with compliance tracking.

• Maintain Buildertrend, Monday.com, Microsoft Office, and related business systems.

• Support PDF editing, document preparation, system training, and process enhancement.

• Monitor and reply to emails, coordinate meetings, support management communications, and manage apprentice recruitment communications.

⛳️ Requirements

• Prior experience in administration, virtual assistance, project coordination, or office management.

• Excellent organisational skills with the ability to juggle multiple tasks effectively.

• Strong written and verbal communication skills.

• Proficiency in Microsoft Office Suite.

• Familiarity with Buildertrend, Xero, Monday.com, or similar project management/accounting software is highly advantageous.

• Capacity to work independently and adhere to deadlines.

• Keen attention to detail and precision.

• Proactive and self-driven.

• Dependable and accountable.

• Strong analytical and problem-solving abilities.

• Adaptable and eager to learn new systems and processes.

• Ability to maintain confidentiality and manage sensitive information appropriately.

• Availability for 40 hours per week, from 8am to 4pm Eastern Australian Time.

🏝️ Benefits

• 100% REMOTE

• $50 birthday bonus

• $200 testimonial bonus

• No tracker

• Full-time schedule of 40 hours per week

• Ongoing system training

• Training modules related to business software and procedures