Construction Project Administrator & Virtual Assistant (MHB)

• 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

Join a growing residential construction company in Australia that specializes in high-quality custom homes and renovations. You’ll be the operational backbone supporting a hands-on builder who values transparency, client relationships, and quality craftsmanship. This role offers the opportunity to streamline complex construction processes, manage multiple concurrent projects, and directly impact the company’s growth from current operations to a targeted $10M annual turnover. You’ll work with cutting-edge project management tools and help establish systematic processes that will scale the business while maintaining its commitment to client-focused service.

• Monitor and respond to all email communications within 4-hour timeframes, managing both internal coordination and client correspondence
• Process and allocate job costing in real-time using Xero and BuildExact integration, ensuring accurate budget tracking across all active projects
• Create and maintain comprehensive digital filing systems with consistent folder structures across all projects in Google Drive
• Draft and send detailed invoices for cost-plus and fixed-price projects, including transparent breakdowns and supporting documentation
• Coordinate with architects, contractors, and subcontractors to maintain project timelines and communication flow
• Generate weekly client progress reports with photos and project updates to replace manual site meetings
• Maintain and update project documentation, contracts, and compliance records
• Create work orders and labor tracking entries in BuildExact based on timesheet data from Xero
• Manage preliminary building agreement processes and client expectations during pricing phases
• Establish and maintain Standard Operating Procedures (SOPs) for all recurring business processes
• Support the transition from recommendation-based work to systematic pipeline management for 4 concurrent projects annually

Scope:

• Full administrative support for residential construction business targeting $10M annual turnover
• Management of 4 concurrent construction projects, each typically lasting 12 months
• Complete email and communication management across all business functions
• Real-time financial tracking and job costing for cost-plus and fixed-price contracts
• Client relationship management including transparent reporting and progress updates
• Process systematization and SOP development to support business scaling
• Integration and optimization of existing tech stack including BuildExact, Xero, and Google Drive
• Support for business transition from reactive, recommendation-based work to proactive pipeline management
• Administrative burden reduction to allow business owner to focus on strategic planning and business development
• Establishment of consistent project documentation and filing systems across all jobs

Requirements

• Strong proficiency with construction accounting software, particularly Xero and BuildExact (or similar project management platforms)
• Experience with Australian construction industry practices, GST requirements, and cost-plus contract management
• Excellent written English communication skills with ability to maintain professional client relationships
• Proven ability to manage multiple complex projects simultaneously with attention to detail
• Understanding of construction terminology, labor categories (carpentry, preliminaries, etc.), and trade coordination
• Proficiency with Google Workspace, file management systems, and digital documentation
• Experience creating and following systematic processes and SOPs
• Ability to work independently while maintaining regular communication and boundary-setting with clients
• Knowledge of Australian building industry compliance and documentation requirements

Independent Contractor Perks

• HMO Coverage in eligible locations
• Permanent work from home
• Immediate hiring