Construction Administrative Virtual Assistant

The Position

We’re looking for a proactive and highly organised Construction Admin Operations) VA to support a growing residential construction company in Australia. This role is ideal for someone who thrives in fast-paced environments, enjoys systems and structure, and takes pride in helping businesses run smoothly behind the scenes.

You’ll work closely with the director and team to support construction administration, project coordination, workflow management, client communication, and operational systems. This is not just a basic admin role; we’re looking for someone who can think ahead, take initiative, improve processes, and become a valued part of the business long term.

If you love organisation, communication, systems, and helping construction businesses operate efficiently, this role is for you.

About the role

This full-time remote role focuses on construction administration, operational support, project coordination, and systems management.

You’ll assist with inbox management, scheduling, CRM updates, document organisation, client communication, supplier coordination, workflow management, and ongoing operational improvements. You’ll also help maintain systems such as Wunderbuild, Asana, and other business tools used to manage projects and workflows.

The ideal candidate is proactive, tech-savvy, detail-oriented, and capable of helping improve the operational side of a busy construction business.

The Details

1. Job Location: Remote, work from home
2. Company Location: Australia
3. Job Type: Full-Time – 40 hours per week
4. Working Hours (Philippine Time): Aligned with Australian business hours

Responsibilities

Construction Administration & Operations Support

• Manage inboxes, scheduling, reminders, and day-to-day admin tasks.
• Support project coordination, workflow management, and digital file organisation across multiple projects.
• Maintain and update project information within systems such as Wunderbuild, ClickUp, Asana, and Google Workspace.
• Assist with subcontractors, suppliers, and client communications.
• Help improve systems, workflows, SOPs, and operational processes across the business.

Client Communication & Business Support

• Respond to client enquiries and assist with follow-ups, scheduling, and communication coordination.
• Draft emails, templates, documents, and maintain organised CRM records.
• Support the business with general coordination, team support, and ongoing operational tasks.
• Assist with basic Canva tasks, newsletters, social media scheduling, and light marketing administration.

Systems, Financial Admin, & Technology Support

• Assist with Xero, Hubdoc, invoice management, and light bookkeeping admin.
• Help organise recurring tasks, workflows, and project systems.
• Use tools such as Loom, AI platforms, Dropbox, HubSpot, and other business software to support operational efficiency and organisation.
• Identify opportunities to improve processes, automation, and overall business operations.

Software Skills

You are proficient in the following:

• Microsoft Office 365, particularly Word and Outlook
• Google Workspace
• Dropbox and cloud-based filing systems
• Asana, ClickUp, or similar project management tools
• Canva
• Gmail and communication platforms such as WhatsApp

Ideal, but not essential:

• Wunderbuild or other construction CRM/project management software
• HubSpot
• Xero and Hubdoc
• Estimating or construction admin exposure
• AI and workflow automation tools

We want to hear from you if you're…

1. At least 3-4 years of experience as a Construction Admin VA, or Operations with exposure to construction industry.
2. You’re familiar with residential construction processes and understand how a house is built even if your experience is from outside Australia.
3. Previous experience supporting Australian, UK, or US-based businesses.
4. Confidence using project management and admin tools to track and follow up tasks.
5. Excellent communication skills (written and verbal) in English.
6. High attention to detail, time management, and organisational skills.
7. VERY proactive when it comes to improving systems and operational workflows.

You’ll Thrive in This Role If You...

• Are comfortable learning new software and systems quickly.
• Have strong problem-solving and communication skills.
• Are proactive and capable of thinking ahead.
• Are excited to build and document systems from scratch.
• Communicate clearly and respectfully in a small team.
• Are reliable, consistent, and invested in growing with the role.

Call to Action

If you are an experienced Construction (Admin) VA, looking to take your career to the next level, just reply to this ad and we’ll send across a link to our application form.