Virtual Assistant - General Admin

The Position

We’re looking for a superstar General Admin (Operations) VA to support a leading Australian design-and-construct studio. This full-time, remote role is primarily focused on administration, project coordination, procurement, and compliance support. You’ll work closely with the business owner (EA-style) to keep everything running smoothly across projects, suppliers, and financial admin. If you thrive on detail, organisation, and helping a business run efficiently, apply now!

What we’re looking for

• Skilled in admin and operations; construction or interior background is a plus.
• Confident and capable VA with a proactive, energetic approach.
• High attention to detail; loves accuracy, tracking, and organisation.
• Able to offer suggestions while knowing when to follow directions.
• Highly organised, professional, and flexible in a remote setting.
• Motivated to help the business run more efficiently.

If you’re the VA we’re looking for, then apply now!

The Details

Job Location: Remote, work from home.

Company Location: Australia

Job Type: Full-time 40 hours per week.

Salary: Please review the job application

Hours (in Philippine Time): 7am to 3.30pm PHT

Responsibilities

General Admin & Operations 

• Manage inboxes and calendars, respond using templates, flag urgent matters, and follow up on quotes, orders, and invoices.
• Manage schedules and calendars, including project deadlines, supplier timelines, and reminders.
• Maintain organised digital folders and documentation (intranet/SOPs, Buildertrend records).
• Handle subcontractor compliance admin (PCBU/insurance checks, expiries, and renewals).
• Support procurement: raise and track POs from designer schedules, confirm acknowledgements, follow up on ETAs.
• Support invoicing and accounts admin; perform checks to reduce errors and missed billings.
• Liaise with clients, suppliers, and contractors to ensure timely responses and updates.
• Prepare and proofread proposals, reports, and documents.
• Develop processes by creating and managing SOPs.
• Provide weekly dashboards and monthly summaries of key deadlines, procurement, and compliance status.

Website & Content Support

• Upload completed projects and updates to the WordPress website (following strict SOPs).
• Repurpose and organise supplied content/images for website and internal use.

SOFTWARE SKILLS

• Proficient in Microsoft Outlook, Google Drive, Excel, Word, Zoom, Slack, Loom, and task trackers (Asana/ClickUp or similar).
• Familiarity with Buildertrend (or similar project/construction management systems).
• Basic experience with WordPress for project uploads.
• Familiarity with Xero or similar for invoice/admin support is desirable.

We want to hear from you if you have…

• At least 4+ years of experience as a General Admin (Operations) VA working directly for international clients from the US, Australia, or Europe. 
• Confidence handling the responsibilities above.
• Experience in residential construction is highly desirable.
• Confidence with project management and CRM tools.
• Strong communication, time management, and attention to detail.
• Exceptional English written and verbal communication skills with the ability to liaise well with key stakeholders.
• Exceptional organisational, multitasking, and time management skills.

You must also be someone that…

Solve problems and improve processes proactively.

Take ownership of tasks and deliver with excellence.

Communicate clearly, professionally, and consistently.

Thrive in a small, collaborative, and structured team environment.

This position is NOT for you if you…

Lack experience with admin, operations, or digital tools.

Don’t have a proactive personality, and you can’t think on your feet.

Do not have a reliable, quiet remote work setup

Are juggling multiple jobs or responsibilities.

Do not prioritize client experience and team communication.