Job Title

Construction Admin & Operations VA_20260305_CE About the job Construction Admin & Operations VA (Tradify & Xero) A growing Western Australiabased electrical contractor delivering commercial, mining, and regional projects valued up to $2M+ annually. As the business scales, the owner is seeking a highly organised and proactive Virtual Assistant to take ownership of daytoday admin, job coordination, and system managementbringing structure, accountability, and efficiency to operations. This is a longterm, handson role for someone who thrives in construction admin, understands trade workflows, and can keep jobs, paperwork, and finances running smoothly without constant direction. Maintain and manage Tradify: create and update job kits, enter materials, keep jobs tidy, update catalogues and pricing weekly, and prepare invoices for approval Oversee job scheduling and coordination, reshuffle bookings as needed, and maintain a clear weekahead schedule while allowing flexibility for breakdowns and urgent mining work Manage site access documentation for mining projects: prepare and package licenses, SWMS, safety documents, and required paperwork for submission to clients (e.g., mine site access) Provide Xero support: Basic Bookkeepingreconcile transactions daily, match receipts to payments, attach documentation, and flag discrepancies for review Organise and maintain inboxes and digital filing systems (admin, accounts, and director email), ensuring emails and documents are structured and easy to retrieve Prepare and draft insurance reports from the directors notes Maintain and update SWMS and safety documentation, ensuring printable packs are current and ready for site Coordinate weekly materials ordering (e.g., Tuesday/Thursday deadlines) and send supplier emails to ensure stock arrives on time Track and book vehicle servicing and maintenance, monitor kilometre intervals, and manage simple service logs Support recruitment admin: post job ads, monitor responses, shortlist applicants, and coordinate interviews Maintain the directors daily task list and followups, providing accountability and ensuring nothing falls behind Suggest and document process improvements, checklists, and simple SOPs to improve efficiency and reduce lastminute work Qualifications (Prioritized) Proven experience supporting a construction, electrical, or trade business in an admin or operations role Strong working knowledge of Tradify (or similar job management software) Experience using Xero for transaction reconciliation and document management Demonstrated ability to manage scheduling, job coordination, and documentation in a fastpaced environment Excellent written English communication skills (clear, professional emails and reports) Ability to work independently and manage priorities without constant supervision NicetoHave Experience supporting mining or siteaccess documentation processes Familiarity with materials ordering and supplier coordination Experience assisting with recruitment coordination Experience documenting workflows or creating SOPs Preferred Characteristics Highly organised and processdriven Proactive and comfortable taking initiative without being prompted Detailoriented with strong accuracy in financial and job data Calm under pressure and adaptable when schedules change Accountabilityfocused and reliable with deadlines Strong problemsolver who looks for better, more efficient ways to operateTrustworthy and discreet when handling business and financial information Perks and Benefits Competitive salary + signing bonus 13th month pay & annual leave credits Government benefits + HMO after 6 months (client approval) Monthly catchups with free meals Birthday perks & anniversary bonus Virtual parties & facetoface gatherings Continuous training & upskilling opportunities A dedicated manager to support you not just match and go. #J-18808-Ljbffr