Virtual Assistant Trade/Construction Support (250926_TWLDG)

About the Role

Remote Part-Time

We are seeking a highly organised and proactive Virtual Assistant to support a growing trade/construction business. This role involves assisting with CRM and job management setup, daily scheduling, quoting support, client communications, and general admin tasks. The ideal candidate will have experience working with trades or construction companies, be tech-savvy, and confident in liaising with suppliers, subcontractors, and clients.

Key Responsibilities

• Assist in setting up and implementing a CRM system to streamline processes and improve client interactions.
• Manage daily job scheduling, transitioning from the current whiteboard system to ServiceM8 for improved workflow visibility.
• Answer and manage inbound phone calls professionally, filtering inquiries and addressing client needs promptly.
• Support the quoting process by liaising with distributors/manufacturers for shed/material quotes, preparing drafts for review, and sending approved quotes to clients.
• Assist with invoicing by ensuring job hours and costs flow correctly from ServiceM8 into Xero.
• Maintain organised digital records of jobs, documents, and communications.
• Draft and update Standard Operating Procedures (SOPs), documents, and checklists.
• Manage business email accounts, including new admin setup and inbox organisation.
• Provide general support to management and ensure seamless coordination across the business.

Qualifications & Skills

• Proven experience as a Virtual Assistant or Admin Support for trade/construction businesses.

• Strong knowledge of ServiceM8 (or similar job management 

  software) and Xero integration.
• Excellent English communication skills (verbal and written), with professional phone handling experience.
• Highly organised with strong attention to detail and ability to manage multiple priorities.
• Confident in liaising with suppliers, subcontractors, and clients professionally.
• Tech-savvy, with the ability to quickly learn new software and create efficient workflows.

Nice-to-Have

• Experience in quoting support and job costing for 

  trades/construction.

• Familiarity with SOP creation.

• Knowledge of Australian construction and welding terminology.

Preferred Characteristics

• Proactive and solutions-focused, able to anticipate needs with minimal supervision.
• Detail-oriented and thorough, ensuring accuracy and consistency in work
• Calm and professional under pressure, with a positive and reliable attitude.
• Independent, self-motivated, and strong problem-solving skills.
• Empathetic communicator who can build trust with clients and team members

Perks and Benefits

• Competitive salary + signing bonus
• 13th month pay & annual leave credits
• Government benefits + HMO after 6 months
• Monthly catch-ups with free meals
• Birthday perks & anniversary bonus
• Virtual parties & face-to-face gatherings
• Continuous training & upskilling opportunities
• A dedicated manager to support you, not just match and go