Virtual Assistant - Construction Admin
New
H
Hunt StConstruction
Philippines, AEST business hours (8:00 AM – 5:00 PM Mon–Fri)ContractMiddle
Salary1500 - 2000 AUD per month
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Job Details
- Languages
- Excellent written and spoken English
- Experience
- 2+ years
- Required Skills
- SharePointMicrosoft ExcelCanva
Requirements
- 2+ years in a Virtual Assistant, Executive Assistant, or administrative support role
- Experience supporting a small business owner or director (not a large corporate team)
- Excellent written and spoken English
- Availability and working during AEST business hours (8:00 AM – 5:00 PM Mon–Fri)
- Strong initiative and proactivity
- High attention to detail
- Working experience with Microsoft 365 (Outlook, Excel, Word, Teams, SharePoint)
- Working experience with HubSpot CRM
- Basic familiarity with Xero (or MYOB)
- Strong preference for experience with Canva or similar
- Strong preference for experience with SEEK or similar job boards
- Strong preference for experience with Fireflies, Fathom, or similar AI meeting transcription tools
- Strong preference for experience with Loom
- Strong preference for experience with Instagram Business / Meta Business Suite
Responsibilities
- Email inbox management — triage, categorise, flag priorities, draft routine replies using templates
- HubSpot CRM — update pipeline, log client interactions, generate weekly reports and dashboards
- Meeting administration — process transcripts (Fireflies/Fathom) into action items, distribute to team, track follow-ups
- SOP documentation — convert voice notes and screen recordings (Loom) into written standard operating procedures
- Social media management — schedule Instagram posts, manage content calendar, respond to comments and DMs
- Recruitment support — post job ads on SEEK, screen applications against criteria, prepare shortlist summaries
- Research and document preparation — competitor research, tender formatting, proposal preparation, presentation support
- Calendar management — schedule meetings, protect focus time blocks, coordinate with clients and subcontractors
- Fuel card statements — compile and compare petrol usage across company vehicles (monthly)
- Vehicle insurance and servicing — source quotes, prepare cost comparisons (quarterly)
- Payroll administration — chase missing timesheets from site staff, reconcile timesheet data, liaise with external bookkeeper
- Training and compliance reminders — track expiry dates for tickets/licences, book refresher courses, send reminders to staff
- Data entry, filing, and digital archiving
- Stationery and office supplies — research options, prepare orders for approval
- General administrative support — timesheets, site-related document requests, ad hoc tasks
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