Construction Admin Assistant (003 - 01439)

Social Media & Marketing

• →Turn site photos from the owner into engaging posts with descriptive, on-brand captions
• →Schedule and publish content across our social channels to build awareness with builders and clients
• →Keep the website current with recent projects and business information

Business Administration & Document Management

• →Build and maintain a clear, organized filing system for all business records
• →Keep track of vehicle insurances, renewals, licenses and key expiry dates
• →Maintain up-to-date employee records and information
• →Handle data entry and general admin tasks as they come up

Compliance & Business Documents

• →Finalize and polish the company capability statement
• →Maintain, review and continually improve management plans and company policies
• →Prepare documentation that supports tenders and builder prequalification

Recruitment Support

• →Write and post job ads for carpenters, apprentices and site roles
• →Organise applications, coordinate interviews and keep onboarding paperwork in order

Executive Assistant Support

• →Manage the owner’s calendar, meetings and reminders
• →Book travel, flights and accommodation
• →Liaise with the accountant, suppliers and other external contacts as needed

Research, AI & Process Improvement

• →Research AI tools and software that save time and streamline how the business runs
• →Trial new tools, report back with recommendations and help implement the best ones
• →Carry out research projects for the owner, such as commercial property and office space options
• →Proactively suggest better ways of doing things across the business

Quoting & Financial Admin (Nice to Have)

• →Assist with construction quotes, estimates and material orders
• →Support financial admin in Xero, such as entering bills and tracking invoices

• 2-3+ years’ experience in an administration, virtual assistant or executive assistant role
• Excellent written and spoken English
• Strong organisational skills and attention to detail
• Confidence creating social media posts and writing engaging captions
• A proactive, self-starting mindset: you learn quickly, teach yourself new programs and take ownership of your work
• Reliable internet, a quiet workspace and availability during Australian Western Standard Time business hours

• Experience in the Australian construction, building or trades industry
• Experience with construction quoting, estimating or material ordering
• Familiarity with Xero or financial admin
• Basic website editing skills (e.g. WordPress, Wix, Squarespace)
• Experience with AI tools such as ChatGPT, Claude or automation platforms
• Experience with safety management plans, capability statements or tender documents

• Microsoft 365 or Google Workspace 
• Microsoft Teams or Google Meet
• Meta Business Suite 
• Canva
•  Xero
• AI tools.

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)