Administrative Support Professional
1 day ago
This is a remote position where you will be responsible for managing client communications, coordinating between office and field teams, handling administrative tasks, and overseeing compliance management.
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
- 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
- HMO Coverage for eligible locations
- Permanent work from home
- Immediate hiring
- Steady freelance job
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