Schedule:

• Monday to Friday, 9:00 am to 1:00 pm, Sydney Time

Role Overview:

Are you a highly organized and proactive administrative professional looking to make a significant impact in a thriving commercial construction and fit-out business? This is a unique opportunity to become the backbone of our operations, directly supporting the principal and ensuring projects run smoothly. You'll tackle diverse challenges, from streamlining communications and managing finances to optimizing our project management systems, all while contributing to our growth and profitability. If you thrive in a fast-paced environment and are passionate about bringing order and efficiency, we want to hear from you!

Role Scope:

This role is critical for enhancing the operational efficiency and scalability of the business. By taking ownership of key administrative, communication, and financial tasks, this position directly frees up the principal's time, enabling them to focus on strategic growth, client relationships, and high-level decision-making. The role is instrumental in improving project profitability, ensuring compliance, and establishing robust internal systems for future expansion.

Key Responsibilities:

• Systematically manage and prioritize incoming project-related emails and phone calls for the principal.
• Handle proactive follow-up communications with builders, subcontractors, and suppliers regarding project progress and information.
• Respond to routine client and stakeholder inquiries via email and phone within established service level agreements.
• Process supplier invoices and expense claims through HubDoc and Xero daily.
• Reconcile bank and credit card statements in Xero weekly and prepare batch payment files for approval.
• Perform accurate data entry and update job statuses, labor, and material costs within Simpro daily.
• Upload and manage project documentation and communications within external builder platforms such as Procore and Aconex.
• Document current administrative workflows and processes, creating draft Standard Operating Procedures (SOPs) for key tasks.
• Coordinate and schedule meetings, site visits, and appointments for the team as needed.
• Generate preliminary job profitability and expenditure reports from Simpro/Xero monthly.
• Assist with Xero data cleanup and categorization in coordination with the accountant.

Requirements:

• Proven experience (2+ years) in an administrative or virtual assistant role, preferably within the construction, trades, or project-based industry.
• Proficiency with accounting software (Xero, HubDoc) is essential.
• Experience with project management systems (Simpro is highly desirable; experience with similar platforms like Procore or Aconex is a strong plus).
• Exceptional organizational skills and meticulous attention to detail in managing diverse tasks and data.
• Strong written and verbal communication skills for effective liaison with builders, subcontractors, and clients.
• Ability to manage multiple priorities, work proactively, and take initiative with minimal supervision.
• A problem-solving mindset with a focus on identifying and implementing process improvements.
• Reliable internet connection and a dedicated home office setup suitable for professional work.

Additional Expectations:

• A proactive approach to identifying and implementing efficiency improvements and system optimizations.
• Commitment to maintaining high standards of data accuracy and confidentiality across all platforms.
• Ability to adapt quickly to evolving business needs, new technologies, and changing project requirements.
• Strong sense of ownership and accountability for assigned tasks and core objectives.
• A collaborative spirit, willing to work closely with the principal and external partners to achieve shared goals.

Independent Contractor Perks:

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