Work Schedule: Monday - Friday, 9am - 6pm with 1 hour unpaid break | Australian Eastern Time
Role Summary: We are seeking a highly organized, proactive, and detail-oriented Virtual Operations & Project Administration Assistant to become an integral part of our team. This role is crucial for improving our internal efficiencies, supporting key personnel, and ensuring the smooth execution of our construction projects from tendering to completion. The ideal candidate will help us implement structured processes, manage critical documentation, and facilitate seamless communication, enabling the company to scale confidently and profitably.
Key Responsibilities:
- Operational Efficiency & Process Management Support:
- Assist in documenting and refining existing operational processes (e.g., quoting, project administration, communication flows) to identify and implement improvements.
- Collaborate on developing and integrating new, more efficient workflows and checklists for recurring administrative and project-related tasks.
- Establish and maintain a structured and accessible digital filing system for all company documents.
- Support the tracking, monitoring, and reporting of team Key Performance Indicators (KPIs) on a weekly basis.
- Project Administration & Documentation Management:
- Manage, organize, and ensure the timely saving and categorization of all project documentation, including plans, permits, contracts, and client communications.
- Administer the WHS SafeScan system, ensuring all compliance documents are current, correctly filed, and readily accessible.
- Track and follow up on Occupation Certificates and other essential project compliance documents.
- Assist with supplier and materials management, including tracking orders, monitoring deliveries, and proactively addressing any delays or mismatches.
- Generate various reports from Wunderbuild (e.g., project status, progress, budget tracking) and assist with managing Wunderbuild budgets.
- Prepare agendas for the 6:30 AM weekly supervisor meetings, attend (if required), accurately take notes, and follow up on all action items.
- Communication & Calendar Management:
- Proactively manage email inbox, including prioritizing messages, drafting professional responses, and ensuring timely communication with clients, suppliers, and the internal team.
- Efficiently manage his calendar, schedule appointments, send timely reminders, and handle necessary follow-ups.
- Manage his email inbox, drafting responses and ensuring timely communication.
- Serve as a primary point of contact for new client inquiries received via email, website forms, or other channels, ensuring a professional and prompt initial response.
- Facilitate efficient and clear communication between the office, site teams, and external stakeholders, helping to bridge communication gaps.
- Quoting & Tendering Process Support:
- Assist in the preparation, formatting, and organization of quotes and tender documents, utilizing software such as Revu Blubeam.
- Coordinate the distribution of project documentation to trades for quoting purposes and actively follow up to ensure quotes are returned promptly.
- Track the status of all submitted quotes and tenders, ensuring timely follow-up with potential clients to maintain momentum.
Requirements
- Proven experience in a high-level administrative or project support role, ideally within the construction or trades industry.
- Exceptional organizational skills with a strong ability to manage multiple tasks and deadlines.
- Excellent written and verbal communication skills.
- Proficiency with Microsoft 365 (Outlook, Word, Excel).
- Familiarity with construction management software (e.g., Wunderbuild, BuilderTrend, Procore) and quoting/takeoff tools (Revu Blubeam) is highly advantageous.
- Experience with accounting software (Xero) and WHS/Compliance systems (SafeScan) is a plus.
- Proactive problem-solver with a keen eye for detail and process improvement.
- Ability to work independently and as part of a dynamic team.
- Must be able to reliably attend 6:30 AM local time (Sydney) weekly supervisor meetings.
Independent Contractor Perks
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Health Insurance in eligible locations
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Permanent work from home
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Immediate hiring