Key Responsibilities
Executive & Administrative Support
- Read and triage incoming emails, flagging important messages and drafting responses as needed.
- Maintain and update daily and weekly task lists to keep the executive team on track.
- Keep a calendar of key dates including meetings, project deliveries, submissions, and task deadlines.
- Document and continuously improve internal processes and standard operating procedures (SOPs).
- Prepare reports, executive summaries, and meeting notes.
- Assist the executive team and estimator with ad hoc administrative tasks.
Construction Administration
- Organize and maintain client documentation folders in a structured digital filing system.
- Complete and file contracts, client forms, and certification documents accurately and on time.
- Gather supplier invoices, verify completeness, and check for accuracy before submission.
- Raise invoice instructions for billing and coordinate with the finance team or bookkeeper.
- Support the estimator by preparing documents, organizing quotes, and tracking supplier data.
Documentation & Workflow Management
- Create and update flowcharts, workflows, Gantt charts, and organizational charts using tools such as Lucidchart, Microsoft Visio, or similar.
- Convert and edit PDFs and document templates for agreements, scopes of work, or client approvals.
- Ensure all document templates and client agreements are current, correctly formatted, and easy to use.
Qualifications
- Proven experience as an Executive Assistant or Construction Administrator, preferably within the Australian construction industry.
- Excellent organizational, communication, and time management skills.
- Ability to read, prioritize, and respond to emails and track tasks across multiple projects.
- Strong document management and data entry skills with high attention to detail.
- Proficiency with remote working tools: Google Workspace (Docs, Sheets, Drive), Microsoft Office, Adobe Acrobat, and workflow tools (e.g., Asana, Trello, Monday.com).
- Experience creating and maintaining flowcharts, Gantt charts, and organizational charts.
- Comfortable working independently in a fast-paced environment with minimal supervision.
- Familiarity with construction workflows, terminology, and invoicing processes.
Nice to Have
- Previous experience supporting Australian-based construction or property development firms.
- Knowledge of software such as Procore, Builder trend, Co Construct, or similar.
- Experience working with estimators, subcontractors, and suppliers in a support capacity.
- Understanding of compliance and certification documentation in Australian construction.
