Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Steady freelance job

Role Scope

This is a foundational role critical to the company's next stage of growth. The successful candidate will be the administrative backbone of the business, responsible for creating and implementing the systems that will enable scalability and efficiency. By taking full ownership of administrative, financial, and coordination tasks, this role will directly alleviate the owner's unsustainable workload, improve client satisfaction, stabilize cash flow, and allow the business to transition from a reactive 'one-man-band' to a structured, professional organization.

Key Responsibilities

• Manage all new client inquiries from phone and web, ensuring a timely and professional response within 24 hours.
• Serve as a key point of contact for clients, managing follow-ups for selections, approvals, and scheduling meetings.
• Draft and prepare client invoices in Xero based on project progress in Buildxact, and systematically follow up on all outstanding payments to improve cash flow.
• Proactively manage subcontractor communication, including chasing quotes, confirming availability, and ensuring compliance documents (like insurance) are up to date.
• Assist in scheduling sub-trades and following up with suppliers on material orders to prevent on-site delays and ensure projects run smoothly.
• Strategically manage the owner's calendar to protect time for high-value tasks like quoting and business planning.
• Develop and maintain a consistent social media presence by drafting and publishing content that showcases our high-quality work.
• Collaborate with the owner and business coach to document all business processes, creating detailed Standard Operating Procedures (SOPs) for all administrative tasks.

Requirements

• Proven experience in an administrative, operations, or project coordination role, preferably within the construction, trades, or a related industry.
• High proficiency with accounting software, specifically Xero.
• Experience with construction management software (e.g., BuildExact) or a similar CRM/project management tool is highly desirable.
• Exceptional written and verbal communication skills, with a professional and proactive communication style.
• Extremely organized with a systematic approach to task management and a high level of attention to detail.
• Demonstrated ability to work autonomously, take ownership of tasks, and proactively identify areas for improvement.
• Experience in creating and documenting systems and Standard Operating Procedures (SOPs).
• Adept at calendar management and comfortable acting as a gatekeeper to protect executive time.

Additional Expectations

• Act as a true partner to the owner, providing suggestions and insights for operational improvements.
• Maintain a high level of proactive communication, ensuring the owner is always informed without needing to ask for updates.
• Possess a builder's mindset, showing enthusiasm for creating processes and systems from scratch.
• Willingness to collaborate with external consultants, such as a business coach, to capture and refine new workflows.