Construction Virtual Assistant (BDB)

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

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