This is a remote position.
Work Schedule: Monday to Friday 8:00am to 5:00pm Sydney Time with 1 hour unpaid break.
Job Type: Full-time
Responsibilities:
- Manage and organize email inbox (5,000+ emails) with proper folder structure and timely responses within 1 hour during business hours
- Chase daily timesheets and site diaries from field staff, ensuring 100% completion and accuracy
- Coordinate and reconcile timesheets against site manager reports and truck diaries
- Complete Wonderbuild system setup to 100% operational status, including contacts, templates, messaging channels, and cost codes
- Process and allocate invoices to correct job costings within Wonderbuild system (with guidance on complex cost coding)
- Maintain subcontractor compliance documentation, insurance tracking, and licensing within Wonderbuild
- Coordinate calendar management including meeting scheduling with travel time considerations and blocked hours
- Provide consistent client communication from project initiation through completion and aftercare
- Implement and monitor quality control checklists for all job phases
- Create and maintain standard operating procedures (SOPs) and process documentation
- Coordinate with site personnel (foremen) to ensure resources and checklists are received and completed
- Support progress claim preparation and invoice drafting within Wonderbuild system
- Manage job documentation using established folder templates
- Handle variations processing and documentation as directed
Scopes:
- Full-time virtual assistant role supporting residential construction operations
- Primary focus on administrative tasks with potential growth into project coordination responsibilities
- Direct communication with site foremen, subcontractors, and clients as needed
- Responsibility for maintaining multiple concurrent construction projects
- Initial 30-60 day period focused on system optimization and process establishment
- Long-term scope includes taking over routine administrative tasks to free up business owner for growth activities
- Potential evolution into more specialized project management or estimating role based on performance and business needs
- Work within established Wonderbuild ecosystem with integration to Xero accounting system
- Support for 2-4 concurrent residential construction projects with plans for business expansion
Requirements
- Strong background in residential construction industry with understanding of building terminology and processes
- Experience with construction project management software, preferably Wonderbuild
- Excellent written and verbal communication skills
- Proficiency with email management and organization systems
- Experience with timesheet and payroll coordination
- Understanding of construction cost coding and job costing principles
- Ability to work independently while maintaining attention to detail
- Strong organizational and administrative skills
- Familiarity with subcontractor management and compliance requirements
- Comfortable using various communication platforms (email, Wonderbuild messaging, potentially WhatsApp)
- Ability to create process documentation and training materials
Benefits
Independent Contractor Perks
Permanent work from home
Immediate hiring
Steady freelance job
Originally posted on Himalayas
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