WFH Construction Admin Assistant (Xero & ServiceM8 Experience)

Job Overview

Our client is looking for a Operations & Finance Virtual Assistant to fill critical administrative gaps, streamline pre-construction administration, manage remote job compliance, and significantly increase overall productivity. This role directly supports the business owner by establishing robust, scalable operational foundations, enabling the existing team to focus on higher-value tasks.

Schedule:

• Monday - Friday, 8:00 AM - 5:00 PM Sydney Time

Responsibilities:

1. Finance & Accounts

• Accounts Reconciliation: Perform daily bank reconciliations in Xero, including coding transactions and managing remittance advices.
• Invoicing & POs: Support the Estimator with end-of-week invoicing in Xero and conduct weekly follow-ups on prior week purchase orders with suppliers.
• Procurement: Perform supplier price checks and comparisons to optimize procurement costs.

1. Dispatch, Roster & Job Management

• Job Creation: Set up new job files in ServiceM8 daily.
• Roster Management: Update and maintain the daily field staff roster in Excel, ensuring seamless synchronization with ServiceM8 details.
• ServiceM8 Routing: Filter and route incoming ServiceM8 communications to the designated bookings email account.
• Small Tasks & Maintenance: Extract small task and maintenance requests from relevant inboxes, coordinating pricing and builder communications with the Estimator.

1. Operations & Inbox Administration

• Communication Handling: Action incoming emails and tasks from the dedicated ‘Bookings’ and ‘Construction’ email accounts daily.
• Timesheet & Material Tracking: Collect daily timesheet logs from field staff and track site material usage data to help monitor job profitability.
• Fleet Management: Coordinate monthly fleet vehicle service bookings and registration renewals.

1. Compliance & HR Administration

• Connection & Compliance Applications: Process applications for new power connections (AGL and NMIs) and manage customer communications regarding compliance.
• COC Distribution: Pre-fill Certificate of Compliance (COC) sheets weekly for release.
• HR Support: Process staff onboarding paperwork and handle initial HR administrative tasks.

1. Process Documentation & SOPs

• Workflow Capture: Systematically record administrative workflows using screen recordings and narrative commentary weekly.
• Playbook Maintenance: Organize and update the centralized Standard Operating Procedures (SOP) playbook weekly.

Requirements:

• Proven experience in a comprehensive administrative or virtual assistant role, preferably within a trades, construction, or similar fast-paced environment.
• High proficiency and comfort with technology, including ServiceM8, Xero, Microsoft 365 (Outlook, Excel), Zoom/Teams, and vehicle tracking systems.
• Demonstrated ability to manage and reconcile accounts, including processing remittances and coding transactions.
• Exceptional organizational skills with a keen eye for detail, particularly in compliance and documentation.
• Strong written and verbal communication skills for effective customer, supplier, and internal coordination.
• Proactive problem-solver with a ‘can-do’ attitude, eager to take ownership of tasks, understand the operational rationale, and identify process efficiencies.
• Experience working with remote teams and/or supporting offshore administrative functions is a plus.
• Ability to maintain strict confidentiality and discretion, especially concerning HR and financial information.
• Commitment to continuous learning, knowledge capture, and systematic documentation of processes.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note

Please click the “Apply” button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we’ll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.