Offer summary

Qualifications:

Strong experience in construction or trades industry administrative processes., Proficiency with accounting software, preferably Xero, and construction management tools., Excellent written and verbal communication skills for professional interactions., Strong organizational skills to manage multiple projects and deadlines..

Key responsibilities:

Manage client communications with prompt responses and proactive follow-ups.

Coordinate communication between office, field teams, and subcontractors.

Handle administrative tasks including data entry and invoice processing.

Oversee compliance management and maintain organized job documentation.

Job description

This is a remote position.

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

Responsibilities:

Manage all client communications with 24-hour response times and proactive follow-ups to eliminate missed opportunities
Coordinate between office, field teams, and subcontractors to ensure clear communication channels and updated job requirements
Handle comprehensive administrative tasks including data entry, invoice processing, and maintaining organized job documentation
Oversee compliance management including build pass, WHS documentation, and ensuring all job documents are properly maintained
Utilize and optimize software systems including Build Exact for maximum efficiency and quality control processes
Chase up employee tasks, deliverables, and site reporting to improve team accountability and performance
Assist with quoting and tendering processes, including supplier price checking and quote comparisons
Forward all financial documents to Xero and manage systematic invoice processing to prevent cash flow delays
Implement weekly checklists for site managers covering job variations, accidents, client satisfaction, and progress updates
Create and maintain standard operating procedures and checklists for recurring business processes
Provide accountability support to business owners by tracking their daily tasks and deliverables
Manage email and calendar systems, filtering communications and flagging only items requiring owner attention

Scopes:

Full-time position working Australian business hours (8:30 AM onwards preferred due to high call volume)
Initial 10-12 week implementation period with ongoing bi-weekly check-ins and support
Access to client communication systems, project management software, and financial systems (with appropriate security protocols)
Gradual expansion of responsibilities as trust and competency are established
Potential for role growth into specialized areas like estimation support as business scales
Integration with TradieVA’s talent network for best practice sharing and continuous improvement
Participation in community calls with other construction industry clients for knowledge sharing

Requirements

Strong experience with construction or trades industry administrative processes
Proficiency with accounting software (Xero experience preferred) and construction management tools
Excellent written and verbal communication skills with ability to interact professionally with clients and team members
Experience with compliance documentation and understanding of WHS requirements in construction
Strong organizational skills with ability to manage multiple projects and deadlines simultaneously
Proactive mindset with ability to identify process improvement opportunities
Experience with data entry, invoice processing, and financial administration
Comfortable using screen recording software and creating process documentation
Ability to work independently while maintaining regular communication with business owners
Understanding of Australian construction industry practices and terminology