Key Responsibilities

• Maintain and update project information, records, tasks, and relevant documentation in the company's building/project management software (Future Builder or the platform currently used by the business).
• Keep the daily task tracker accurate and up to date, including recording progress, completion status, outstanding actions, and blockers.
• Follow assigned tasks through to completion and ensure completed work has a clear, verifiable output in the relevant system, document, or communication thread.
• Provide day-to-day administrative support across active construction projects, keeping project files, plans, notes, and correspondence organised.
• Handle routine client communications via email and, where required, phone; respond professionally, relay queries, and follow up on outstanding items.
• Coordinate and follow up with contractors and suppliers on administrative matters, outstanding information, documents, schedules, and project updates as directed.
• Monitor outstanding actions and deadlines, proactively follow up on pending responses, and escalate delays or issues that may affect project progress.
• Maintain organised digital filing systems and ensure documents are saved in the correct project folders and are easy to retrieve.
• Follow the company's existing SOPs and checklists, and identify any gaps or opportunities for process improvement to the business owner.
• Provide regular progress updates to the business owner, clearly identifying completed tasks, pending actions, blockers, and items requiring a decision.
• Support other reasonable construction-related administrative tasks as priorities arise.

Role Scope and Boundaries

The VA will primarily own day-to-day construction administration, building software updates, task tracking, and client support for the business.

• Support the business owner's administrative requirements across the company's active projects.
• Bookkeeping and core financial administration are not part of the revised role.
• Accounts payable/receivable, reconciliations, payroll, job costing, and financial reporting will remain the responsibility of the client's bookkeeper unless separately agreed.
• The role is not intended to replace the bookkeeper or take full responsibility for financial management.
• Social media scheduling and content posting are excluded from the core responsibilities unless Brendan specifically confirms that they are to remain part of the scope.
• The VA must not make technical construction decisions or provide building or compliance advice. Questions requiring the business owner's or a qualified professional's input must be referred or escalated accordingly.

Requirements

• Previous experience in administration, preferably supporting a construction company, builder, contractor, or trade business.
• Experience using construction or job/project management software; familiarity with Future Builder is an advantage.
• Strong written and verbal English communication skills, with confidence in handling professional client correspondence.
• Excellent organisational skills and attention to detail when updating records, managing documents, and tracking actions.
• Demonstrated ability to manage task lists, prioritise competing requests, and consistently follow through on assigned responsibilities.
• Proactive follow-up skills and confidence in professionally chasing outstanding information or responses.
• Ability to work independently, follow SOPs, and seek clarification when instructions or priorities are unclear.
• Comfortable using email, spreadsheets, Microsoft Office, and/or Google Workspace.
• Reliable internet connection, a suitable work-from-home setup, and the ability to communicate promptly if an interruption affects availability.

Skills for Hiring

Required Skills

• Construction or project administration experience.
• Building/job management software administration and accurate data entry.
• Daily task tracking, action management, and follow-through.
• Client communication and professional email management.
• Document control, digital filing, and record keeping.
• Contractor and supplier follow-up and coordination.
• Clear status reporting, including completed work, pending tasks, and blockers.
• Strong time management, reliability, and attention to detail.

Helpful / Nice-to-Have Skills

• Previous experience with Future Builder.
• Experience supporting a custom home builder or residential construction business.
• Familiarity with construction terminology, project stages, and trade coordination.
• Experience maintaining SOPs, checklists, and process documentation.
• Experience with tools such as Trello, Buffer, or similar platforms, if these are later confirmed as part of the role.