Client Coordinator / Admin Support (Virtual Assistant) for Design and Build

Location: Remote
Industry: Construction / Design & Build
Tools: AroFlo and Xero
Employment Type: Part-time

Overview

We are looking for a highly organized and proactive Client Coordinator / Admin Support VA to manage client interactions, project documentation, follow-ups, and admin coordination in our construction/design business. The ideal candidate will play a crucial role in managing client leads, supporting the project lifecycle, and maintaining smooth communication between clients, suppliers, and the internal team.

This role requires excellent English communication skills, a friendly but professional attitude, and the ability to coordinate tasks using AroFlo and Xero

Key Responsibilities:

Lead Management & Client Onboarding

• Follow up on all lead opportunities and website inquiries (510 per week)
• Pre-qualify leads and book design qualification meetings
• Follow up on issued quotes and schedule follow-up meetings
• Convert new clients from lead to project in Aroflo
• Collect and organize all relevant client documentation
• Organise and coordinate site visits

Project Coordination & Documentation

• Create and manage pre-agreement templates in AroFlo
• Email pre-agreements and spec drawings to clients for review and approval
• Send specifications and supply specs to suppliers
• Coordinate colour selections and supplier contact
• Manage builder contracts and track approval status
• Follow up on client queries, decisions, and documentation
• Prepare site folders and handover documents for the site supervisor

Invoicing & Software Tasks

• Handle client invoicing through Xero
• Perform data entry, updates, and conversion of projects

Post-Project Client Management

• Follow up with clients one week after job completion to request feedback and reviews
• Conduct 3-month and 1-year follow-ups to maintain client relationships

Communication & Reporting

• Conduct at least 3 client/prospect calls per week
• Send consistent follow-up emails on old quotes

Qualifications (Must-Have):

• Exceptional conversational English clear, fluent, and confident (top priority)
• Friendly and professional demeanor  
• Strong coordination, multitasking, and client communication skills
• Proven experience working in a similar VA or admin coordinator role
• Familiarity with AroFlo and Xero or similar software
• Detail-oriented, proactive, and comfortable handling deadlines independently

Benefits:

• Permanent MORNING SHIFT Mondays-Fridays
• Paid Australian Holidays
• SIGNING BONUS
• Opportunity to work with a dynamic team and diverse clients
• Work from anywhere with stable internet
• Bi-monthly payouts
• Opportunity to earn incentives and bonuses
• Outstanding people culture and non-toxic work environment
• Opportunity for growth and advancement

If you are a self-starter, have a strong work ethic, and are looking for a challenging and rewarding position, we encourage you to apply for this role. Join our team at TGY Trade Virtual Assistants Opc and be a part of a dynamic and innovative company.