Administrative Support Specialist

This role focuses on providing top-notch administrative support to business operations teams. The ideal candidate will possess excellent organizational skills, a keen eye for detail, and the ability to work independently while maintaining regular communication with team members.

The primary responsibilities of this position include managing client communications, coordinating between teams, handling comprehensive administrative tasks, overseeing compliance management, and utilizing software systems to optimize efficiency and quality control processes.

• Key Responsibilities:
• Manage all client communications with 24-hour response times and proactive follow-ups to eliminate missed opportunities
• Coordinate between office, field teams, and subcontractors to ensure clear communication channels and updated job requirements
• Handle comprehensive administrative tasks including data entry, invoice processing, and maintaining organized job documentation
• Oversee compliance management including build pass, WHS documentation, and ensuring all job documents are properly maintained
• Utilize and optimize software systems including Build Exact for maximum efficiency and quality control processes
• Chase up employee tasks, deliverables, and site reporting to improve team accountability and performance
• Assist with quoting and tendering processes, including supplier price checking and quote comparisons
• Forward all financial documents to Xero and manage systematic invoice processing to prevent cash flow delays
• Implement weekly checklists for site managers covering job variations, accidents, client satisfaction, and progress updates
• Create and maintain standard operating procedures and checklists for recurring business processes
• Provide accountability support to business owners by tracking their daily tasks and deliverables
• Manage email and calendar systems, filtering communications and flagging only items requiring owner attention

Requirements:

• Strong experience with construction or trades industry administrative processes
• Proficiency with accounting software (Xero experience preferred) and construction management tools
• Excellent written and verbal communication skills with ability to interact professionally with clients and team members
• Experience with compliance documentation and understanding of WHS requirements in construction
• Strong organizational skills with ability to manage multiple projects and deadlines simultaneously
• Proactive mindset with ability to identify process improvement opportunities
• Experience with data entry, invoice processing, and financial administration
• Comfortable using screen recording software and creating process documentation
• Ability to work independently while maintaining regular communication with business owners
• Understanding of Australian construction industry practices and terminology

Benefits:

• Full-time remote work opportunity
• Gradual expansion of responsibilities as trust and competency are established
• Potential for role growth into specialized areas like estimation support as business scales
• Integration with TradieVA's talent network for best practice sharing and continuous improvement
• Participation in community calls with other construction industry clients for knowledge sharing

To be successful in this role, you should have strong experience with construction or trades industry administrative processes. Proficiency with accounting software (Xero experience preferred) and construction management tools is essential. You must also possess excellent written and verbal communication skills, along with experience with compliance documentation and understanding of WHS requirements in construction.

Additionally, you should have strong organizational skills with the ability to manage multiple projects and deadlines simultaneously. A proactive mindset with the ability to identify process improvement opportunities is also necessary. Experience with data entry, invoice processing, and financial administration is required, as well as comfort using screen recording software and creating process documentation.

Finally, you must have the ability to work independently while maintaining regular communication with business owners and understand Australian construction industry practices and terminology.