Virtual Assistant (Construction & Administration)

Job Description

Position SummaryWe are seeking a highly organised and proactive Virtual Assistant to support the administrative,operational, and marketing functions of a growing residential construction company. This role isresponsible for maintaining business systems, supporting project administration, managingsupplier and client documentation, coordinating marketing activities, and ensuring the smoothday-to-day operation of various business processes.The ideal candidate will have strong attention to detail, excellent communication skills, the abilityto work independently, and experience with administrative systems and cloud-based software.

Key ResponsibilitiesAdministration & Project Support● Process and allocate supplier bills within Buildertrend and Xero.● Complete job reconciliations and assist with project cost tracking.● Set up new suppliers and subcontractors in Buildertrend and Xero.● Create and maintain job records within company systems.● Upload plans, reports, and project documentation to Buildertrend.● Prepare and manage purchase orders.● Organise and maintain quote and contract filing systems.● Track certification requests and project-related documentation.● Assist with change orders and Buildertrend scheduling updates.● Coordinate Before You Dig reports and Origin applications.● Send project photos and documentation to suppliers and stakeholders as required.

Client & Contract Administration● Prepare and maintain owner contracts.● Respond to owner information requests.● Assist with end-of-build communications, including review requests and handover information.● Support the preparation of project documentation and client correspondence.

Supplier & Trade Management● Process supplier registrations and compliance documentation.● Manage trade applications and onboarding requirements.● Assist with insurance forms, reports, and compliance records.● Maintain accurate supplier databases and records.

Marketing & Business Development● Manage and schedule social media content.● Maintain and update company website content.

● Assist with LinkedIn, Houzz, Vimeo, and other online platforms.● Create marketing materials, invitations, and promotional content using Canva.● Coordinate submissions for industry awards, including Master Builders Awards.● Upload project media and maintain digital marketing assets.

Health, Safety & Compliance● Review, update, and organise site health and safety documentation for projects.● Obtain required signatures and upload documentation to project management systems.● Assist with compliance tracking and record keeping.

Systems & Technology● Maintain and update Buildertrend, Monday.com, Microsoft Office, and associated business systems.● Assist with PDF editing and document preparation.● Participate in ongoing system training and process improvement initiatives.● Complete training modules relating to business software and procedures.

Communication & Coordination● Monitor and respond to emails as directed.● Assist with meeting coordination and management documentation.● Support management team communications and administrative requests.● Coordinate apprentice recruitment communications with schools and training providers.

Skills & Experience

● Previous experience in administration, virtual assistance, project coordination, or office management.● Strong organisational skills with the ability to manage multiple tasks simultaneously● High level of written and verbal communication skills.● Experience with Microsoft Office Suite.● Experience using Buildertrend, Xero, Monday.com, or similar project management/accounting software is highly desirable.● Ability to work independently and meet deadlines.● Strong attention to detail and accuracy.

Key Attributes

● Proactive and self-motivated.● Reliable and accountable.● Strong problem-solving skills.● Adaptable and willing to learn new systems and processes.● Able to maintain confidentiality and handle sensitive information responsibly

Why Join Assist World? 100% REMOTE$50 birthday bonus$200 testimonial bonusNO TRACKER. NO PROBLEM