Virtual Assistant – Construction

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

📋 Description

• Deliver thorough administrative and operational assistance to the Director and Office Manager.

• Oversee and prioritize the Director’s email inbox, including triaging, categorizing, flagging priorities, and drafting standard responses.

• Update the HubSpot CRM, record client interactions, and produce weekly reports and dashboards.

• Process meeting transcripts from Fireflies/Fathom into actionable items, distribute them, and monitor follow-ups.

• Transform voice notes and Loom recordings into written Standard Operating Procedures (SOPs).

• Schedule Instagram posts, manage the content calendar, and engage with comments and direct messages.

• Post job advertisements on SEEK, screen applications, and compile shortlist summaries.

• Conduct competitor analysis and assist in formatting tenders, preparing proposals, and creating presentations.

• Manage calendars and coordinate meetings with clients and subcontractors.

• Compile and evaluate monthly fuel-card and petrol usage statements.

• Source quotes for vehicle insurance and servicing, preparing quarterly cost comparisons.

• Chase and reconcile site staff timesheets, collaborating with the external bookkeeper for payroll processing.

• Track training and compliance expiration dates, schedule refresher courses, and send reminders to staff.

• Conduct data entry, filing, digital archiving, research for stationery and office supplies, and perform general administrative tasks.

⛳️ Requirements

• A minimum of 2 years of experience in a Virtual Assistant, Executive Assistant, or administrative support role, ideally supporting a small business owner or director.

• Proficient in written and spoken English.

• Availability during AEST business hours (8:00 AM–5:00 PM, Monday–Friday).

• Demonstrated proactive problem-solving skills and initiative.

• Exceptional attention to detail.

• Experience with Microsoft 365 (Outlook, Excel, Word, Teams, SharePoint).

• Familiarity with HubSpot CRM.

• Basic knowledge of Xero or MYOB.

• Experience working with Australian businesses or clients.

• Ability to maintain focused work during business hours without managing multiple other clients.

• Disclosure of any current ongoing roles or client commitments.

• LinkedIn profile must accurately reflect engagement as an “Independent Contractor.”

🏝️ Benefits

• Fully remote work environment.

• Ability to work from home.

• Direct engagement with the client as an independent contractor.

• AU business hours schedule (8 AM–5 PM AEST, Monday to Friday).