Virtual Assistant - Construction (026-795)

The VA will split their time between two people:

Director — needs to free up 20+ hours per fortnight currently lost to email, admin, CRM, and meeting follow-ups so he can focus on business development and winning work.

Office Manager  — needs repetitive data, admin, and compliance tasks taken off her plate so she can focus on contract administration during busy project periods.green

• Email inbox management — triage, categorise, flag priorities, draft routine replies using templates
• HubSpot CRM — update pipeline, log client interactions, generate weekly reports and dashboards
• Meeting administration — process transcripts (Fireflies/Fathom) into action items, distribute to team, track follow-ups
• SOP documentation — convert voice notes and screen recordings (Loom) into written standard operating procedures
• Social media management — schedule Instagram posts, manage content calendar, respond to comments and DMs
• Recruitment support — post job ads on SEEK, screen applications against criteria, prepare shortlist summaries
• Research and document preparation — competitor research, tender formatting, proposal preparation, presentation support
• Calendar management — schedule meetings, protect focus time blocks, coordinate with clients and subcontractors

• Fuel card statements — compile and compare petrol usage across company vehicles (monthly)
• Vehicle insurance and servicing — source quotes, prepare cost comparisons (quarterly)
• Payroll administration — chase missing timesheets from site staff via email/Teams, reconcile timesheet data, liaise with external bookkeeper for pay run processing
• Training and compliance reminders — track expiry dates for tickets/licences, book refresher courses, send reminders to staff
• Data entry, filing, and digital archiving
• Stationery and office supplies — research options, prepare orders for approval
• General administrative support — timesheets, site-related document requests, ad hoc tasks as directed

• Experience: 2+ years in a Virtual Assistant, Executive Assistant, or administrative support role — preferably supporting a small business owner or director (not a large corporate team)
• Communication: Excellent written and spoken English. This person will be drafting emails to clients, subcontractors, and suppliers on behalf of the Director — they need to sound natural, professional, and confident. No scripts.
• Timezone: Must be available and working during AEST business hours (8:00 AM – 5:00 PM Mon–Fri). This is non-negotiable — we need real-time responsiveness, not async.
• Initiative: We want someone who identifies problems and suggests solutions, not someone who waits to be told what to do. Proactivity is critical.
• Attention to detail: Construction admin involves contracts, compliance documents, and financial data. Errors have real consequences.

Must have working experience with:

• Microsoft 365 (Outlook, Excel, Word, Teams, SharePoint) — this is our core platform
• HubSpot CRM — pipeline management, contact records, reporting
• Xero (or MYOB) — basic familiarity for invoicing, timesheet reconciliation, and liaising with our bookkeeper

Strong preference for experience with:

• Canva or similar (social media content creation)
• SEEK or similar job boards (posting and managing ads)
• Fireflies, Fathom, or similar AI meeting transcription tools
• Loom (viewing and processing screen recordings)
• Instagram Business / Meta Business Suite

To save everyone's time, this role is not a fit for someone who:

• Cannot commit to consistent AEST hours — we need overlap, not flexibility
• Has no experience working with Australian businesses or clients
• Needs heavy supervision — the Director doesn't have time to micromanage, and the whole point of this hire is to buy back time
• Is juggling multiple other clients — we need dedicated focus during business hours

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)