Construction Admin & Job Management VA (20260306_MSH) at TGY Trade Virtual Assistants Opc

, Queensland, Australia -

Full Time

Start Date

Immediate

Expiry Date

04 Jun, 26

Salary

0.0

Posted On

06 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Job Management System Implementation, Cloud-based System Organization, WHS Compliance Tracking, Client Enquiry Management, Basic Bookkeeping, Invoice Entry, Document Organization, System Updates, Email Management, Xero Proficiency, ServiceM8 Familiarity, Proactive Problem-Solving, Attention to Detail, Written Communication, Spoken Communication, Independent Work

Industry

Outsourcing and Offshoring Consulting

Description

Construction Admin & Job Management Virtual Assistant (Xero | ServiceM8) A growing Australian residential construction company building custom homes across multiple projects. As the business scales, the owner is looking for a proactive Virtual Assistant to help implement stronger systems, organize project documentation, and ensure administrative and compliance processes run smoothly. This role will start with key operational projects such as job file organization and software implementation, then expand into broader admin support that helps the business stay organized, compliant, and responsive to new client enquiries. Key Responsibilities (Prioritized): Implement and help manage a job management system (e.g. ServiceM8) to centralize project information and documentation Organize and migrate existing job files from the company computer into a structured cloud-based system Maintain accurate job documentation including plans, specifications, supplier information, and project records Track and chase SWMS (Safe Work Method Statements) from trades and subcontractors to maintain WHS compliance Maintain WHS documentation and safety records to ensure the business is prepared for compliance checks Monitor and manage incoming enquiries from the company website/email/phone calls, respond promptly, and gather initial client information Send enquiry responses or questionnaires to potential clients and schedule meetings with the business owner when appropriate Assist with basic bookkeeping tasks in Xero, including invoice entry and simple reconciliation (as backup support if the bookkeeper is unavailable) Upload and organize supplier invoices and project-related documents in the appropriate system Provide general administrative support including email management, document organization, and system updates Assist in keeping project information updated so the builder, supervisor, and trades can easily access job details Qualifications (Prioritized): Proven experience as an Administrative VA supporting construction, building, or trade businesses Strong experience with job or project documentation management Experience using Xero for basic bookkeeping tasks (invoice entry, reconciliation, document uploads) Ability to organize and migrate large volumes of files and documentation Familiarity with construction documentation such as plans, variations, or job files Experience managing WHS / compliance documentation (or similar structured compliance records) Ability to manage and respond to client enquiries professionally via email Strong written and spoken English communication skills Comfortable learning and working with construction software platforms such as ServiceM8 or similar job management tools Nice-to-have: Experience with ServiceM8 or similar construction job management systems Experience working with Australian construction or building companies Basic understanding of SWMS and WHS requirements Ability to read and understand basic construction plans Preferred Characteristics: Highly organized with strong attention to detail Proactive problem-solver who can help improve systems and processes Reliable and consistent in managing documentation and follow-ups Strong communicator who can professionally interact with clients and trades Tech-comfortable and quick to learn new systems and software Able to work independently while keeping the business owner informed Perks and Benefits Competitive salary + signing bonus 13th month pay & annual leave credits Government benefits + HMO after 6 months (client approval) Monthly catch-ups with free meals Birthday perks & anniversary bonus Virtual parties & face-to-face gatherings Continuous training & upskilling opportunities A dedicated manager to support you not just match and go.

Responsibilities

The primary focus is implementing and managing a job management system like ServiceM8, organizing existing job files into a structured cloud system, and ensuring WHS compliance by tracking SWMS from subcontractors. This role also involves monitoring and responding to new client enquiries and assisting with basic bookkeeping tasks in Xero.