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.

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