Virtual Assistant (Construction & Administration)

Position Summary
We are seeking a highly organised and proactive Virtual Assistant to support the administrative,
operational, and marketing functions of a growing residential construction company. This role is
responsible for maintaining business systems, supporting project administration, managing
supplier and client documentation, coordinating marketing activities, and ensuring the smooth
day-to-day operation of various business processes.
The ideal candidate will have strong attention to detail, excellent communication skills, the ability
to work independently, and experience with administrative systems and cloud-based software.

Key Responsibilities
Administration & Project Support
● Process and allocate supplier bills within Buildertrend and Xero.
● Complete job reconciliations and assist with project cost tracking.
● Set up new suppliers and subcontractors in Buildertrend and Xero.
● Create and maintain job records within company systems.
● Upload plans, reports, and project documentation to Buildertrend.
● Prepare and manage purchase orders.
● Organise and maintain quote and contract filing systems.
● Track certification requests and project-related documentation.
● Assist with change orders and Buildertrend scheduling updates.
● Coordinate Before You Dig reports and Origin applications.
● Send project photos and documentation to suppliers and stakeholders as required.

Client & Contract Administration
● Prepare and maintain owner contracts.
● Respond to owner information requests.
● Assist with end-of-build communications, including review requests and handover information.
● Support the preparation of project documentation and client correspondence.

Supplier & Trade Management
● Process supplier registrations and compliance documentation.
● Manage trade applications and onboarding requirements.
● Assist with insurance forms, reports, and compliance records.
● Maintain accurate supplier databases and records.

Marketing & Business Development
● Manage and schedule social media content.
● Maintain and update company website content.

● Assist with LinkedIn, Houzz, Vimeo, and other online platforms.
● Create marketing materials, invitations, and promotional content using Canva.
● Coordinate submissions for industry awards, including Master Builders Awards.
● Upload project media and maintain digital marketing assets.

Health, Safety & Compliance
● Review, update, and organise site health and safety documentation for projects.
● Obtain required signatures and upload documentation to project management systems.
● Assist with compliance tracking and record keeping.

Systems & Technology
● Maintain and update Buildertrend, Monday.com, Microsoft Office, and associated business systems.
● Assist with PDF editing and document preparation.
● Participate in ongoing system training and process improvement initiatives.
● Complete training modules relating to business software and procedures.

Communication & Coordination
● Monitor and respond to emails as directed.
● Assist with meeting coordination and management documentation.
● Support management team communications and administrative requests.
● Coordinate apprentice recruitment communications with schools and training providers.