Construction Virtual Assistant at BruntWork

, Biliran, Philippines -

Full Time

Start Date

Immediate

Expiry Date

11 Jan, 26

Salary

0.0

Posted On

13 Oct, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Construction Administration, Project Coordination, Virtual Assistant Support, Project Management Tools, Accounting Platforms, CRM Experience, Communication Skills, Organizational Skills, Detail-Oriented, Microsoft Office, Google Workspace, Job Costing, Client Relationship Management, Document Management, Cloud Storage, Survey Tools

Industry

Staffing and Recruiting

Description

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 Role overview We’re hiring a proactive Virtual Assistant to provide day-to-day administrative, client-facing, and project coordination support for a small design & build practice. This role ensures no leads or client requests fall through the cracks, keeps project documentation and schedules accurate, and delivers a high-touch onboarding and communication experience so project teams and clients stay informed and confident throughout the build lifecycle. Key responsibilities Administrative & communication SLAs Respond to client phone / email enquiries within 2 hours during working hours. Follow up on missed calls within 30 minutes. Send meeting confirmations 24 hours before scheduled meetings. Schedule appointments in the shared calendar system in real time. Update client contact details in the CRM daily. Prepare meeting agendas in document templates weekly. Project documentation & process management Create project job records (job descriptions / project cards) in the project management system upon client onboarding. Update project status in the project management platform daily. Generate and distribute progress reports from reporting tools weekly. Maintain and organise document libraries in cloud storage real-time (RFI’s, contracts, permits, drawings). Track project milestones in scheduling software continuously and flag delays. Archive completed projects in the document management system monthly. Client onboarding & relationship management Conduct project kickoff meetings via video conference at project start. Send welcome package and next steps via email within 24 hours of contract signing. Schedule regular client check-ins bi-weekly (or as agreed per project). Collect client feedback via survey tools after each phase. Maintain client communication logs in CRM daily. Coordinate team introductions (internal & subcontractor) via email/phone within the first week. Ad hoc & value-add Support basic job-cost checks and invoice handoffs to accounting (Xero / QuickBooks) when requested. Assist with preparing simple client-facing documents (quotes, status summaries, meeting minutes). Recommend small process improvements and checklist updates to reduce repeat issues. Requirements Must-have 2+ years experience in construction administration, project coordination, or virtual assistant support for trades/design & build teams. Proven experience with project management / job management tools (e.g., Buildertrend, CoConstruct, Procore, Buildxact or similar). Familiarity with accounting/job-cost platforms (Xero, QuickBooks Online, MYOB) — basic job costing / invoice support. Strong CRM experience and comfort maintaining daily logs (HubSpot, Salesforce or similar). Excellent written and verbal communication, professional client phone manner. Highly organised, detail-oriented, and able to manage multiple projects and competing priorities. Proficient with Microsoft Office and Google Workspace; comfortable creating templates and simple reports. Reliable internet connection and ability to attend scheduled video calls. Nice-to-have Experience with estimating/takeoff tools (PlanSwift, Bluebeam, STACK). Knowledge of Australian building practices and compliance documentation (SWMS, permits, GST basics). Experience with cloud file systems (OneDrive, Dropbox, Google Drive) and document version control. Familiarity with survey/feedback tools and simple client NPS processes. Benefits Independent Contractor Perks Permanent work from home Immediate hiring Steady freelance job

Responsibilities

The Virtual Assistant will provide administrative, client-facing, and project coordination support for a design & build practice. This includes managing client communications, project documentation, and ensuring timely follow-ups on inquiries.