Operations & Admin Virtual Assistant (SIA)

This is a remote position.

Work Schedule: Monday to Friday 8:00am to 5:00pm Sydney Time with 1 hour unpaid break.

Job Type: Full-time

Join a growing building company as their dedicated Operations & Admin Virtual Assistant, where you’ll play a crucial role in streamlining business operations and improving financial tracking. You’ll work directly with the leadership team to manage critical documentation, handle supplier communications, and ensure smooth project administration. This role offers the opportunity to make a real impact by creating efficient systems and processes while supporting the company’s continued growth and success. If you’re detail-oriented and enjoy creating order from complexity, this position offers excellent opportunities to develop your skills across multiple business functions.

Responsibilities:

• Process and match supplier invoices to jobs within 24 hours of receipt, including downloading from supplier portals and accurately entering into Wonder Build
  
• Manage email communications and provide proactive status updates to clients, suppliers, and internal team members
  
• Maintain consistent project documentation including daily reports, hours tracking, and materials usage
  
• Track job profitability and manage cash flow documentation
  
• Monitor and organize contractor end-of-day reports
  
• Create and maintain standardized processes for documentation and administrative tasks
  
• Handle supplier portal management and documentation (Bowens, etc.)
  
• Support operational systems and process optimization
  
• Document and update standard operating procedures for administrative tasks
  

Scopes:

• Primary responsibility for invoice processing and matching across all jobs
  
• Management of project documentation and compliance requirements
  
• Oversight of email and communication systems
  
• Support for financial tracking and reporting processes
  
• Creation and maintenance of administrative SOPs
  
• Handling of supplier portal access and documentation
  

Requirements

• Strong attention to detail and ability to maintain accurate financial records
  
• Experience with project management or construction administration preferred
  
• Proficiency with cloud-based software and ability to learn new systems quickly
  
• Excellent written and verbal communication skills
  
• Strong organizational abilities and process-oriented mindset
  
• Experience with or ability to quickly learn Wonder Build
  
• Proficiency with Google Workspace and similar cloud-based tools
  
• Ability to work independently and proactively identify areas for improvement
  
• Understanding of basic accounting principles and invoice processing
  

Required Skills:

• Proficiency in WonderBuild for invoice processing, job tracking, and financial management
  

• Strong attention to detail for matching invoices, verifying amounts, and reconciling discounts
  

• Experience with Google Workspace (Drive, Email) for document management and communication
  

• Ability to maintain organized filing systems across multiple jobs and suppliers
  

• Strong numerical accuracy for handling financial data and cost tracking
  

• Excellent process documentation skills for maintaining and updating SOPs
  

• Ability to work with various supplier portals (e.g., Bowens)
  

• Strong written communication skills for maintaining clear job records
  

• Capability to handle cost-plus and fixed-price job accounting
  

Benefits

Independent Contractor Perks

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