Construction Operations Assistant

Role Overview

We are seeking a reliable, detail-oriented Construction Operations Virtual Assistant to support the day-to-day operations of a residential construction business in Australia.

This role is designed to remove administrative load from the business owner, improve communication with clients and trades, ensure compliance and documentation are consistently up to date, and help build clear systems and SOPs so projects run smoothly.

You will work closely with the Director and site teams to keep projects organized, compliant, and on track.

Job Highlights

• Paid Hours per Week: 40
• Schedule: Monday - Friday, 8am - 5pm with 1 hour unpaid break | Australian Eastern Time
• Work Arrangement: Work from home
• Contract: Independent Contractor

Side note: Since this is a permanent work-from-home position and an “Independent Contractor” arrangement, the candidates must have their own computer and internet connection. They will handle their own benefits and taxes. The professional fees are on hourly rates and the rate depends on your performance in the application process.

Key Responsibilities:

Operations & Communication

• Manage inboxes and daily communication with subcontractors, suppliers, and internal teams
• Sort inbox by urgency (urgent, follow-up, admin) and draft replies where required
• Start-of-day employee and subcontractor check-ins with site contacts
• Coordinate daily site check-ins and follow up missing site diary entries
• Follow up quotes, trade confirmations, and supplier pricing
• Coordinate scheduling with trades and check in with the Director on upcoming works
• Send consistent weekly client update emails with photos and brief progress summaries
• Assist with material research and ordering

Compliance & Project Administration

• Manage subcontractor inductions and onboarding with site contacts
• Prepare and follow up trade agreements, insurance, SWMS, and prestart packs
• Track and maintain compliance documentation (insurance, SWMS, inductions, prestarts)
• Maintain site diaries, milestone checklists, shutdown checklists, defect and warranty logs
• Ensure checklists are completed prior to milestone trades (help create, implement, and store)
• Upload plans, photos, and documents to Wunderbuild and OneDrive, notifying relevant parties
• Load and organize documents into a clear, easily accessible folder structure
• Manage warranty claims, defect requests, and variation registers
• Assist with OC documentation and handover/maintenance packs for clients
• Keep track of deadlines, defects, warranties, and compliance milestones

Financial & Data Support

• Ensure daily hours and cost codes are entered into Wunderbuild (check in with site teams daily)
• Follow up late invoices and support job costing accuracy
• Process supplier invoices and allocate correctly
• Assist with basic bookkeeping tasks (Xero / Dext)
• Assist with insurance renewals
• Maintain CRM records and ensure CRM systems are in place and up to date

Systems, SOPs & Business Support

• Help document processes and create SOPs using written guides and video capture
• Assist with setting up video systems to capture SOPs
• Create and maintain onboarding packs for new clients, staff, and subcontractors
• Support training plan updates and record-keeping (including fortnightly check-ins)
• Create and standardize templates (email templates, checklists, forms)
• Tidy, label, manage, and standardize digital storage folders
• Support review and reputation management tasks
• Coordinate and support the Director to stay on track with schedules and priorities

Requirements

• Experience as a VA, Project Assistant, or Admin Assistant (construction experience preferred)
• Strong written English and professional email communication
• Highly organized with strong follow-up and time management skills
• Comfortable using construction or operations software
• Familiar with or willing to learn Wunderbuild, Xero, Dext, OneDrive, CRM systems
• Able to work independently, proactively, and take ownership of processes

Independent Contractor Perks

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

Reminder:

• Kindly apply directly to the link provided; you will be redirected to BruntWork’s Career Site. Complete the initial requirements, including the voice recording, prescreening assessment, and technical check of your computer/device.

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