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Admin VA with Knowledge in Dext and Buildxact
2 weeks ago
Administrative Assistants (Administration & Office Support)
While our administrative side of the business is professional, dealing with architects, consultants and clients, the Labour arm of our business is more casual. Here employees enjoy a more relaxed work environment while focussing on attention to detail and quality work. We maintain a standard of appearance for all employees. We also maintain a level of honesty and integrity which is fundamental to our business.
The Role (VA – Admin with
Gmail
We are seeking a full time virtual Assistant to undertake daily processes via a designated Gmail account, as well as access to several online software platforms.
As well as specific tasks, there would be a foundational body of work to be maintained daily including;
Direct any new leads arrived via email to Directors personal Email
Organisation of emails into relevant gmail folders.
Organisation of files received into google drive relating to general business particulars - ie insurances, employee information, work vehicle information
Organisation within google drive of updated plans and files relating to specific projects
Allocation of invoices receivable to the correct google drive project folder in preparation for backcosting,
Daily sigular email to Alex (Director) with necessary actions to enable VA to finalise processes eg sign docs, organise payments, etc
Ensuring Subcontractors insurance details are current and COC on file
Clean up Gmail unwanted subscribe emails
Other Tasks
Ensure all invoices received are processed through Dext for reconciliation via Xero (by others)
Ensure all relevant invoices are entered into Buildxact as prt of a backcosting process.
Send out Packages to subcontractors for quoting - during tender only
Organise Dial Before You Dig documentation on line via portal
Liaise with IT regarding Website upgrades
Build New Projects in Xero Projects and add new employees
Organise project insurance with brokers
transfer Buildsoft take off to Buildxact template
Build out Buildxact quotes for new projects
Software Understanding
Xero
Buildxact
Dext
Googledrive
Gmail
Microsoft Excel
Microsoft Word
What a good Job looks like
Each day we would expect that the VA would log into their designated Gmail account where they would firstly review any daily tasks set for them by the director or managemnt team
Once these are all complete we would want the VA to log into the accounts email and begin organising and filing invoices receioved. Each invoice would need to be entered into Dext and the Buildexact
Dext will assist the accounts department with bookkeeping and Buildxact will assist the projects team with backcosting against project allowances
At then end of each day a final review of the designated email in case of updated daily tasks, and finally a list of items that need attention from either team ie Driector, Projects or Accounts
As required the VA will need to be building new filing systems within google to assist with file management. This would reflect existing filing/folder systems for existing projects
During Tender Periods, the VA may be required to send bulk emails to subcontractors for pricing based on plans and specifications.
Your application will include the following questions:
What's your expected monthly basic salary?
Which of the following accounting software are you experienced with?
Which of the following Microsoft Office products are you experienced with?
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