Role Scope

This role is critical to the company's growth, serving as the central administrative hub that bridges the gap between field operations, suppliers, and clients. By taking over granular logistics, financial administration, and system documentation, you will directly enable the founder to scale the maintenance division to 20+ jobs per week and focus on high-value business development, effectively removing them from the daily administrative weeds.

Schedule

• Monday to Friday 8:00am to 5:00pm Sydney Time with 1 hour unpaid break.

Key Responsibilities

• Manage the end-to-end lifecycle of maintenance work orders, including translating field voice memos into drafted quotes and invoices using ServiceM8/Fergus.
• Coordinate granular logistics for maintenance jobs, such as calling tenants or real estate agents to organize access and scheduling subcontracted trades.
• Implement "Inbox 2.0" by intercepting, organizing, and drafting replies in Microsoft 365/Outlook so the founder only needs to review and send.
• Monitor daily WhatsApp updates from site foremen, extract progress photos, and update internal project tracking spreadsheets to ensure real-time visibility.
• Order materials directly from suppliers based on site requests and communicate delivery schedules or shifts to relevant trades.
• Allocate incoming supplier receipts to specific job budgets and process invoices to assist with monthly project profitability reporting.
• Document end-to-end workflows, create Standard Operating Procedures (SOPs), and build a digital "Rolodex of Pricing" for standard trade tasks.

Requirements

• Proven experience as a Virtual Assistant, Executive Assistant, or Operations Coordinator, ideally with exposure to the construction, trades, or property management industries.
• Strong technical aptitude with the ability to quickly master tools like ServiceM8, Fergus, QuickBooks, and Microsoft 365.
• Exceptional organizational skills with the ability to manage multiple moving parts simultaneously, from tenant scheduling to material procurement.
• Experience in basic financial administration, including receipt allocation, invoice processing, and budget tracking.
• Excellent written and verbal communication skills for drafting professional emails, preparing quotes, and liaising with real estate agents and trades.
• Ability to work autonomously, take initiative, and build systems and SOPs from scratch with minimal supervision.

Additional Expectations

• Maintain a consistent 24-hour turnaround on transforming field voice memos into drafted quotes ready for approval.
• Ensure the executive inbox is pre-processed and organized by 8:00 AM daily.
• Proactively chase site foremen for missing daily progress information or photos without needing to be prompted.
• Establish a fully documented playbook and SOPs for the maintenance division within the first 4 to 8 weeks of the role.

Independent Contractor Perks

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

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.