Virtual Admin & Contract Coordinator

The Position

We’re looking for a skilled and proactive General Admin VA with contract administration experience to support a high-end residential construction business based in New South Wales, Australia. This is a long-term, part-time remote role (20 hours per week), with the potential to quickly transition into a full-time opportunity as the business expands.

You’ll work directly with the business owner to manage core admin tasks, contracts, and invoicing processes. 20% of the role will involve social media support, such as basic content scheduling and tender coordination. If you enjoy bringing structure to chaos, building systems, and taking ownership of your work then stop what you're doing and apply now!

About the role

This role is primarily focused on helping the business run smoothly behind the scenes. You'll take ownership of managing subcontractor contracts, following up on invoices, and maintaining project documentation. A key part of your job will involve setting up structured SOPs and digital filing systems that make it easy for new team members to get up to speed.

The Details

• Job Location: Remote (Philippines)
• Client Location: New South Wales, Australia
• Job Type: Part-time (20 hours per week)
• Work Schedule: Monday to Friday, 7:00am – 11:00am PHT

Responsibilities

Contract Administration & General Admin (80%)

This is the heart of your role, keeping things structured and running smoothly on the operations side.

• Prepare, manage, and track subcontractor contracts and related documentation.
• Follow up with site managers to approve invoices before sending them to accounts.
• Create templates for back-charges and payment schedules, and maintain them monthly.
• Support tender processes by sending scopes to subcontractors and gathering responses.
• Build and maintain SOPs and filing systems in Word, Excel, and Google Drive.
• Assist with onboarding processes and internal documentation.
• Monitor the accounts inbox and forward or flag items for follow-up and approval.
   

Social Media & Outreach (20%)

These tasks are straightforward and can be developed further over time.

• Upload and schedule photo-based posts using captions generated via AI tools
• Organise and manage content folders for use in social posts or capability statements
• Support outreach efforts by helping identify new potential clients or architects
• Assist in basic lead generation and capability statement distribution when required

Software Skills

You’ll be working with the following tools (or similar platforms):

• Xero (or similar financial platforms).
• Microsoft Office (Word, Excel).
• Google Workspace (Docs, Sheets, Drive).
• Canva (for basic content creation).
• ChatGPT (for caption writing support).
• Zoom, Loom, WhatsApp (for communication and updates).

We want to hear from you if you have…

We’re looking for someone who brings practical experience, clear communication, and a proactive mindset to the team. You’ll thrive in this role if you’re eager to improve how things are done.

• At least 3-4 years of experience in contract administration and general admin support, ideally within construction or project-based work.
• A solid track record in remote roles supporting Australian, UK, or US businesses, with the ability to work across time zones and deliver without close supervision.
• A strong grasp of construction terminology, workflows, and documents, with the ability to manage contracts, scopes, and subcontractor files accurately.
• Proficiency in Excel, Google Sheets, and cloud-based file systems to keep records organised and accessible.
• Excellent written English, with the ability to draft professional emails, update documents, and create clear internal guides.
• A natural drive to solve problems, improve systems, and suggest better ways of working.

You must also be someone that…

• Communicates clearly, professionally, and respectfully.
• Brings a high level of focus and attention to detail.
• Enjoys building and improving internal systems.
• Understands the importance of meeting deadlines.
• Works well with minimal supervision and values accountability.

Call to Action

If you are an experienced General Admin VA with contract administration experience, looking to take your career to the next level, just hit "Apply for this job" now.