Job Overview

Our client is looking for a dedicated Construction Project Assistant to become the backbone of their operations, helping streamline processes, manage projects, and deliver exceptional service in the healthy homes and passive house construction sector. This is a pivotal role where your efficiency and attention to detail will directly contribute to business growth, enabling the founder to focus on strategic vision and collaborative design. Join us and make a tangible impact by transforming day-to-day operations into a well-oiled machine.

Schedule:

• Monday - Friday, 8:00 AM - 5:00 PM AEST/AEDT (Sydney Time), with 1 hour unpaid break (40 work hours per week)

Responsibilities

• Manage pre-construction client communications, including initial inquiries, lead qualification, and scheduling meetings.
• Support the quoting process by preparing initial project proposals, tracking submissions, and following up with clients.
• Maintain and update client relationship management (CRM) records and comprehensive project documentation.
• Process incoming supplier invoices, expense claims, and reconcile bank accounts in Xero.
• Generate and issue client progress claims and final invoices, and actively manage accounts receivable.
• Track project costs and budgets against actuals within Wunderbuild, providing critical financial visibility.
• Manage the owner's email inbox, prioritizing urgent communications and drafting responses.
• Coordinate project schedules, material orders, and delivery logistics with suppliers and the site team.
• Assist the Project Manager with administrative tasks such as permit applications and compliance checks.
• Process and track project variations and change orders in Wunderbuild.
• Document existing administrative workflows and create comprehensive Standard Operating Procedures (SOPs) for recurring tasks.
• Develop and maintain a searchable knowledge base for operational details, healthy home methods, and best practices.

Requirements

• Proven experience (3+ years) in an administrative or executive assistant role, ideally within the construction or building industry.
• High level of proficiency with project management software (e.g., Wunderbuild or similar).
• Strong experience with accounting software (e.g., Xero) for invoicing, expense processing, and bank reconciliation.
• Comfortable learning and implementing new technologies and AI tools to enhance efficiency.
• Understanding of or willingness to learn about healthy homes and passive house construction methods is a significant advantage.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.