Role Overview
You'll be the operational glue between accepted projects and happy clients—sending polished client updates, preparing simple contracts for signature, keeping Xero projects tidy and reconciled, and turning site footage into short-form content for Facebook, Instagram, and TikTok. All client interaction is email-only (no calls). You'll work closely with the co-owner/admin and the project manager.
Key Responsibilities
Client Communications (email-only)
- Send project kick-off emails (start dates, next steps) once quotes are accepted
- Issue deposit and progress invoices; send payment receipts
- Share updates on delays (e.g., weather) and end-of-project thank-you emails
- Request and follow up for Google Reviews
Light Project Coordination / Admin
- Forward calendared schedules and milestones to clients (info provided to you)
- Maintain neat client email threads and status notes (Google Workspace)
Contracts Admin
- For projects over AUD $20,000, complete pre-drafted client contracts: fill client details, send for signature, follow up, and file
Xero (Projects & Reconciliation)
- Create new projects in Xero (draft, client selection, amount, naming)
- Generate and send deposit invoices
- Weekly bank reconciliation; send receipts to clients who paid that week
Social Media (Short-Form & Templates)
- Edit short videos/reels (site walkthroughs, before/after, team clips) for FB/IG/TikTok
- Use Canva templates for review posts; swap images/text
- Prepare 3–4 posts per week (mix of Reels + static eductaional post for cleints ); draft captions for post and
Tools You'll Use
- Xero (Projects, invoicing, weekly reconciliation)
- Google Workspace (Gmail, Calendar, Drive, Docs/Sheets)
- Canva (Subscription provided)
- Capcute (Subscription provided)
Qualifications
- Excellent written English (polished, warm, and clear client emails)
- Xero experience preferred (projects, invoicing, reconciling); willing to learn if capable
- Basic video editing for Reels/TikTok (cuts, captions, pacing, aspect ratios)
- Canva proficiency (templates, light graphic tweaks)
- Detail-oriented and organized; dependable with follow-ups and filing
- Comfortable with simple contract workflows and document handling
- Nice to have: familiarity with construction/renovation terminology.
