Virtual Assistant - Construction Project Coordinator (RUC)

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

Responsibilities:

• Manage and organize email inbox (5,000+ emails) with proper folder structure and timely responses within 1 hour during business hours
• Chase daily timesheets and site diaries from field staff, ensuring 100% completion and accuracy
• Coordinate and reconcile timesheets against site manager reports and truck diaries
• Complete Wonderbuild system setup to 100% operational status, including contacts, templates, messaging channels, and cost codes
• Process and allocate invoices to correct job costings within Wonderbuild system (with guidance on complex cost coding)
• Maintain subcontractor compliance documentation, insurance tracking, and licensing within Wonderbuild
• Coordinate calendar management including meeting scheduling with travel time considerations and blocked hours
• Provide consistent client communication from project initiation through completion and aftercare
• Implement and monitor quality control checklists for all job phases
• Create and maintain standard operating procedures (SOPs) and process documentation
• Coordinate with site personnel (foremen) to ensure resources and checklists are received and completed
• Support progress claim preparation and invoice drafting within Wonderbuild system
• Manage job documentation using established folder templates
• Handle variations processing and documentation as directed

Scopes:

• Full-time virtual assistant role supporting residential construction operations
• Primary focus on administrative tasks with potential growth into project coordination responsibilities
• Direct communication with site foremen, subcontractors, and clients as needed
• Responsibility for maintaining multiple concurrent construction projects
• Initial 30-60 day period focused on system optimization and process establishment
• Long-term scope includes taking over routine administrative tasks to free up business owner for growth activities
• Potential evolution into more specialized project management or estimating role based on performance and business needs
• Work within established Wonderbuild ecosystem with integration to Xero accounting system
• Support for 2-4 concurrent residential construction projects with plans for business expansion

Requirements

• Strong background in residential construction industry with understanding of building terminology and processes
• Experience with construction project management software, preferably Wonderbuild
• Excellent written and verbal communication skills
• Proficiency with email management and organization systems
• Experience with timesheet and payroll coordination
• Understanding of construction cost coding and job costing principles
• Ability to work independently while maintaining attention to detail
• Strong organizational and administrative skills
• Familiarity with subcontractor management and compliance requirements
• Comfortable using various communication platforms (email, Wonderbuild messaging, potentially WhatsApp)
• Ability to create process documentation and training materials

Benefits

Independent Contractor Perks

• Permanent work from home

• Immediate hiring

• Steady freelance job

Originally posted on Himalayas