Virtual Assistant (Construction & Administration)

Position Summary We 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 is responsible for maintaining business systems, supporting project administration, managing supplier and client documentation, coordinating marketing activities, and ensuring the smooth day-to-day operation of various business processes. The ideal candidate will have strong attention to detail, excellent communication skills, the ability to work independently, and experience with administrative systems and cloud-based software. Key Responsibilities Administration & 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. ● 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. ● 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