Virtual Assistant - Construction Project Coordinator (RUC)

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

Responsibilities:

• Manage and organize email inbox (5,000+ emails) with proper folder structure and timely responses within 1 hour during business hours
  
• Chase daily timesheets and site diaries from field staff, ensuring 100% completion and accuracy
  
• Coordinate and reconcile timesheets against site manager reports and truck diaries
  
• Complete Wonderbuild system setup to 100% operational status, including contacts, templates, messaging channels, and cost codes
  
• Process and allocate invoices to correct job costings within Wonderbuild system (with guidance on complex cost coding)
  
• Maintain subcontractor compliance documentation, insurance tracking, and licensing within Wonderbuild
  
• Coordinate calendar management including meeting scheduling with travel time considerations and blocked hours
  
• Provide consistent client communication from project initiation through completion and aftercare
  
• Implement and monitor quality control checklists for all job phases
  
• Create and maintain standard operating procedures (SOPs) and process documentation
  
• Coordinate with site personnel (foremen) to ensure resources and checklists are received and completed
  
• Support progress claim preparation and invoice drafting within Wonderbuild system
  
• Manage job documentation using established folder templates
  
• Handle variations processing and documentation as directed
  

Scopes:

• Full-time virtual assistant role supporting residential construction operations
  
• Primary focus on administrative tasks with potential growth into project coordination responsibilities
  
• Direct communication with site foremen, subcontractors, and clients as needed
  
• Responsibility for maintaining multiple concurrent construction projects
  
• Initial 30-60 day period focused on system optimization and process establishment
  
• Long-term scope includes taking over routine administrative tasks to free up business owner for growth activities
  
• Potential evolution into more specialized project management or estimating role based on performance and business needs
  
• Work within established Wonderbuild ecosystem with integration to Xero accounting system
  
• Support for 2-4 concurrent residential construction projects with plans for business expansion
  

Requirements

• Strong background in residential construction industry with understanding of building terminology and processes
  
• Experience with construction project management software, preferably Wonderbuild
  
• Excellent written and verbal communication skills
  
• Proficiency with email management and organization systems
  
• Experience with timesheet and payroll coordination
  
• Understanding of construction cost coding and job costing principles
  
• Ability to work independently while maintaining attention to detail
  
• Strong organizational and administrative skills
  
• Familiarity with subcontractor management and compliance requirements
  
• Comfortable using various communication platforms (email, Wonderbuild messaging, potentially WhatsApp)
  
• Ability to create process documentation and training materials
  

Benefits

Independent Contractor Perks

• Permanent work from home

• Immediate hiring

• Steady freelance job

Originally posted on Himalayas

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