Role Overview:

Our client is seeking a highly organized, proactive, and systems-minded Construction Operations & Executive Assistant to serve as the owner's trusted administrative partner. This role will manage administrative workflows, maintain accurate business and project records, coordinate communications, and ensure timely follow-ups while independently taking ownership of tasks and outcomes. The successful candidate will help reduce the owner's workload, improve operational visibility, and establish reliable systems to support business growth. 

Schedule:

• Monday to Friday, 8:00 am to 5:00 pm (Australian Eastern Time, 40 hours per week)

Key Responsibilities:

1. Inbox Management & Communication

• Take ownership of the owner's inbox by reviewing, organizing, and prioritizing incoming emails.
• Identify emails requiring action, follow-up, escalation, or the owner's decision.
• Prepare clear, accurate, and professionally written email drafts for the owner's review and approval.
• Establish and maintain a consistent daily email review and approval routine.
• Manage routine correspondence and follow-ups within the authority delegated by the owner.
• Track outstanding conversations and ensure client, supplier, and subcontractor enquiries receive timely responses.
• Seek clarification when information or context is missing rather than making assumptions or allowing tasks to stall.
• Gradually take on delegated correspondence as familiarity with the business and its communication standards develops.

2. Financial Administration

• Manage day-to-day financial administration using Xero, ensuring records are accurate and up to date.
• Prepare and issue client invoices based on project progress and information available in Buildxact, following the owner's approval process.
• Monitor outstanding invoices and payments.
• Maintain a clear record of amounts due and proactively follow up on overdue accounts in accordance with the owner's instructions.
• Keep the owner informed of upcoming invoices, overdue payments, missing documentation, and financial matters requiring approval.
• Collect, organize, and maintain supporting financial information and documentation.
• Ensure financial administration tasks are completed, recorded, and followed through consistently.

3. Daily Operations, Logs & Project Records

• Maintain daily operational updates, site diaries, job logs, and relevant project records.
• Capture and organize information provided by the owner, including site updates, voice memos, photos, notes, and job-related instructions.
• Update Buildxact and relevant job records to reflect current project information, progress, and outstanding actions.
• Maintain clear records of key decisions, follow-ups, issues, and next steps across active projects.
• Identify missing information and proactively request updates from the owner or relevant team members.
• Ensure project records are organized, accessible, and consistently maintained.
• Maintain an outstanding-actions tracker to provide visibility over pending tasks and follow-ups.

4. Additional Responsibilities

As the three core areas become established and consistently managed, the role may progressively expand to include:

• Client Administration: Responding to new enquiries, coordinating meetings, and following up on selections, approvals, and outstanding items.
• Supplier & Subcontractor Coordination: Requesting and following up on quotes, confirming availability, collecting compliance documents, and coordinating material orders.
• Project Administration: Maintaining job files, tracking variations, and providing general project coordination support.
• Calendar & Meeting Coordination: Managing appointments and meetings while helping protect the owner's time for quoting, site work, and business planning.
• Process Documentation: Documenting administrative workflows, developing practical SOPs, and maintaining a central knowledge base.
• General Operations Support: Taking on additional administrative and operational responsibilities based on business priorities and available capacity.

Requirements:

• Proven experience in administration, executive assistance, operations coordination, or project administration, preferably supporting business owners, executives, or senior management. Construction, trades, property, or building industry experience is an advantage.
• Strong practical experience using Xero for client invoicing, payment tracking, and general financial administration.
• Experience with construction or project management software, preferably Buildxact or similar platforms.
• Excellent written and spoken English, with the ability to prepare professional and accurate email correspondence and communicate appropriately.
• Strong organizational, time-management, and attention-to-detail skills, with the ability to manage multiple priorities, deadlines, follow-ups, financial information, and project records.
• Ability to work independently, take initiative, solve problems, identify next steps, ask relevant questions, obtain missing information, and escalate matters appropriately with minimal supervision.
• Proficiency in Microsoft 365 (Outlook, Excel, Word), digital communication platforms, shared trackers, cloud-based document storage, and task management systems, with the ability to learn new systems and adapt to business processes.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

*Pay can be received in USD if you have a USD account.

Note:

Please click the Apply Now button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.