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-timeResponsibilities:Manage and organize email inbox (5,000+ emails) with proper folder structure and timely responses within 1 hour during business hoursChase daily timesheets and site diaries from field staff, ensuring 100% completion and accuracyCoordinate and reconcile timesheets against site manager reports and truck diariesComplete Wonderbuild system setup to 100% operational status, including contacts, templates, messaging channels, and cost codesProcess 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 WonderbuildCoordinate calendar management including meeting scheduling with travel time considerations and blocked hoursProvide consistent client communication from project initiation through completion and aftercareImplement and monitor quality control checklists for all job phasesCreate and maintain standard operating procedures (SOPs) and process documentationCoordinate with site personnel (foremen) to ensure resources and checklists are received and completedSupport progress claim preparation and invoice drafting within Wonderbuild systemManage job documentation using established folder templatesHandle variations processing and documentation as directedScopes:Full-time virtual assistant role supporting residential construction operationsPrimary focus on administrative tasks with potential growth into project coordination responsibilitiesDirect communication with site foremen, subcontractors, and clients as neededResponsibility for maintaining multiple concurrent construction projectsInitial 30-60 day period focused on system optimization and process establishmentLong-term scope includes taking over routine administrative tasks to free up business owner for growth activitiesPotential evolution into more specialized project management or estimating role based on performance and business needsWork within established Wonderbuild ecosystem with integration to Xero accounting systemSupport for 2-4 concurrent residential construction projects with plans for business expansionRequirements Strong background in residential construction industry with understanding of building terminology and processesExperience with construction project management software, preferably WonderbuildExcellent written and verbal communication skillsProficiency with email management and organization systemsExperience with timesheet and payroll coordinationUnderstanding of construction cost coding and job costing principlesAbility to work independently while maintaining attention to detailStrong organizational and administrative skillsFamiliarity with subcontractor management and compliance requirementsComfortable using various communication platforms (email, Wonderbuild messaging, potentially WhatsApp)Ability to create process documentation and training materialsBenefitsIndependent Contractor PerksPermanent work from homeImmediate hiringSteady freelance jobOriginally posted on Himalayas

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