Job Overview

Our client is looking for a pivotal team member to transform the business's operational efficiency and scalability. This role will directly enable leadership to shift from reactive administrative tasks to strategic growth initiatives, significantly impacting overall productivity, financial accuracy, and work-life balance for the directors. Success in this role will establish robust, proactive systems, reduce dependency on individual memory, and prevent past operational pain points, making it a cornerstone for sustainable growth and long-term business resilience.

Schedule

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

Responsibilities

• Monitor and manage the administrative email inbox and company communication channels daily, triaging inquiries, drafting routine responses, and ensuring timely follow-ups.
• Maintain accurate and up-to-date records in Buildertrend for all job information, sales data, and invoicing details, striving for expert-level proficiency and system optimization.
• Prepare accurate timesheet information for payroll processing, match supplier bills to purchase orders, and proactively chase outstanding client invoices and payments.
• Ensure seamless and accurate data transfer and reconciliation between Buildertrend and Xero, maintaining financial data integrity.
• Document existing administrative workflows and create comprehensive Standard Operating Procedures (SOPs) for all recurring VA-managed tasks, building a robust and searchable knowledge base.
• Proactively identify and propose improvements in sales, invoicing, and project management processes through effective utilization of Buildertrend's capabilities.
• Engage in continuous learning and professional development, particularly within Buildertrend Academy, to leverage system advancements and best practices.

Requirements

• Proven expertise with job management systems, particularly Buildertrend, with a demonstrated ability to achieve expert-level proficiency and leverage advanced features.
• Strong working knowledge of accounting software, specifically Xero, and experience ensuring accurate data transfer and reconciliation between systems.
• Demonstrated capability in developing and documenting Standard Operating Procedures (SOPs) and building accessible knowledge bases.
• Exceptional organizational skills, meticulous attention to detail, and a commitment to accuracy in all administrative and financial tasks.
• Proactive and clear communication skills, with the ability to manage multiple priorities and work independently in a remote environment.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage 

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.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.