Virtual Assistant - Construction Project Coordinator (RUC)

Work from home Full-time role Hiring

Work Schedule: Monday to Friday 8:00am to 5:00pm Sydney Time with 1 hour unpaid break.

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

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

Originally posted on Himalayas

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