Executive Assistant (012-1466)

​​Looking for Philippines-based candidates

Executive and personal admin

• →Manage the founder’s inbox, flag what matters and action emails on his behalf
• →Track and file, council rates, renewals and other deadlines so nothing slips through business and personal keeping calendar tight on schedule
• →Own the founder’s calendar, bookings and appointments, both business and personal
• →Turn quick texts, calls and voice notes from the founders into completed tasks, emails and bookings
• →Make calls and send emails to suppliers, clients and service providers on the founder’s behalf
• →Tracking his movements and getting a daily journal from him to enter his cost in 
• →Keep documents up to clients on time 

Bookkeeping and finance

• →Maintain the books in Xero, including bank reconciliations and coding transactions
• →Prepare and send client invoices, including flat-fee charges for plant and equipment moves
• →Prepare weekly payroll information ahead of the founder’s Wednesday pay run
• →Keep supplier bills, receipts and records organised and up to date
• →Keep in contact with employees if bills have no address or purchase order and make them accountable.

Job, plant and timesheet records

• →Record plant and equipment movements between job sites as the founder’s reports them
• →Maintain the NextMinute work management system by keeping records up to date, adding uncoded items, updating rates, fuel levies, and price increases, and allocating fuel costs to the appropriate machines.
• →Log staff hours by job and site throughout the week
• →Record material deliveries (e.g. tonnes of sand or gravel) against the right job and client
• →Walk through the week's records with the founder each Wednesday to confirm everything is captured

Systems and process

• →Write SOPs for each workflow you take on, building a playbook for the business as it scales
• →Research and compare project management software for bookings, machinery and staff, run demos and present a recommendation
• →Once chosen, set up and run the software in the background so the information stays accurate
• →Support cost tracking on jobs as the business grows into larger projects
• →Excel allocation and running cost so the director can see where costs are going and where they may be bleeding money 
• →Scheduling and organizing machinery maintenance and registrations

• 3+ years as an Executive Assistant, Personal Assistant or Admin Assistant supporting a business owner

• Bookkeeping experience, ideally with Xero (reconciliations, invoicing, bills)
• Excellent spoken and written English, confident on the phone with Australian businesses
• Highly organised, with strong follow-through on deadlines and payments(hyper aggressive on late payments and keeping the owner himself accountable )
• Proactive and resourceful: you take a short instruction and run with it

• Experience in construction, civil, earthworks, trades or plant hire
• Familiarity with construction terms such as plant, tonnages, takeoffs and site deliveries
• Payroll and timesheet experience, including Australian payroll basics
• Experience with job management software such as NextMinute, ServiceM8, Buildxact, Tradify or similar
• Experience supporting Australian clients and working to AEST

Xero, email and calendar (Google Workspace or Microsoft 365), phone and SMS/WhatsApp, cloud file storage, and a project management platform once selected.

Attitude comes first. You're calm, reliable and switched on, and you enjoy bringing order to a busy, fast-moving business. You're comfortable working with someone who prefers a quick call or text over a long email, and you take pride in making sure nothing gets missed. You're keen to learn the construction side and grow with the business.

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”)