Part-Time General Admin & Estimator VA

General Admin (estimator) VA - remote role

The Position

We’re looking for a superstar General Admin VA with estimating experience to take their career to the next level. By joining a premiere residential construction company in Australia, you’ll excel in managing business admin tasks, streamlining processes, and producing accurate cost estimates for high-quality residential projects. If you’re a fast thinker, proactive, and thrive in a dynamic environment, this role is for you!

About the company 

You’ll be working with an Australian boutique building company serving NSW and QLD, Australia. As a tight-knit team, (collaborating closely with clients, architects, and engineers), they are committed to sustainable building solutions, delivering high-quality homes with exceptional attention to detail. This means your attention to detail must be a match!

About the role

This is a role like no other where:

• The majority of your time will be focused on general admin and operations.
• The remaining time will be assisting with job estimations.
• You’ll work remotely from your home or favourite location, improving operational efficiency while supporting project teams with accurate and timely estimates.

If you are looking to grow, love working with numbers and details, and enjoy supporting construction projects from planning to completion, we want to hear from you!

The Details

Job Location: Remote, work from home.

Company Location: Australia

Job Type: Part-time 20 hours per week.

Hours (in Philippine Time): 7:00 am - 11am PHT (negotiable) 

MAIN RESPONSIBILITIES

GENERAL ADMIN 

• Manage daily emails, prioritise tasks, and handle workflow management using tools like Outlook and Asana.
• Organise and maintain schedules, appointments, and calendar events for internal and external stakeholders.
• Improve business processes by streamlining and organising files and systems. Create Standard Operating Procedures (SOPs) for operational efficiency.
• Retrieve and input data using building software to analyse job costs and maintain accurate records in Xero.
• Communicate with clients, contractors, and suppliers via email. Handle quotes, inquiries, and provide project updates.
• Manage email workflows by organising, prioritising, and following up on tasks.
• Prepare and manage reports, presentations, proposals, and maintain calendars and appointments.

ESTIMATING

• Review project plans and drawings to prepare accurate cost estimates.
• Source and compare prices for materials, labour, and subcontractors to support cost-effective budgeting.
• Prepare BOQs, cost breakdowns, and tender proposals for internal use and client review.
• Work closely with architects, suppliers, and project managers to ensure estimates align with design and budget.
• Update estimates when project details change and highlight potential cost-savings.
• Maintain a central database of pricing, suppliers, and subcontractors.

Software skills

• Proficient in Microsoft Outlook, Google Drive, Excel, Word, Zoom, WhatsApp, WordPress, Loom, and Asana.
• Experience with BuildXact, HazardCo, or similar CRMs is ideal.
• Familiarity with project management tools like Trello or Asana is a plus.
• Experience using Squarespace (or similar) is desirable.

We want to hear from you if you have…

• A Bachelor’s degree in Construction Management, Civil Engineering, or a related field.
• 4+ years of experience as a General Admin, Operations VA working directly for  US, Australian, and/or European clients. No BPOs.
• Minimum 2 years’ experience in construction estimating, preferably in residential building projects. 
• Experience working in the residential construction industry is desirable.
• Exceptional attention to detail and accuracy in preparing estimates and managing admin tasks.
• Excellent problem-solving skills and the ability to identify cost-saving measures.
• Strong English communication skills, both written and verbal.
• Ability to thrive in a fast-paced, remote environment.

You must also be someone that… 

• Is incredibly organised and proactive.
• Seeks to create better systems and solutions to improve operational efficiency.
• Can work independently, manage time effectively, and show initiative.
• Is a fast thinker, self-motivated, and knows when to seek help or find solutions.

This role is NOT for you if you…

• You don’t have 4 years of general admin experience
• No experience as an estimator. 
• Lack a dedicated remote workspace or structure for full-time work.
• Are seeking short-term employment or have another job.
• Do not prioritise client satisfaction or have poor attention to detail.