PERMANMENT DAYSHIFT WORK FROM HOME - : Project Administrator/Office Administrator w/ Bookkeeping
PERMANMENT DAYSHIFT WORK FROM HOME - : Project Administrator/Office Administrator w/ Bookkeeping
Posted on :
15-08-2025
Employer Active
1 Vacancy
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Jobs by Experience
1-3years
Hourly Salary
$ 8 - 9
Vacancy
1 Vacancy
Posted on :
15-08-2025
Job Description
This is a remote position.
DAYSHIFT WORKFROMHOME/REMOTE
Client background: Buildingh & Construction
Client background: Buildingh & Construction
JOB DESCRIPTION: Project Administrator/Office Administrator w/ Bookkeeping
Tasks: Office Administration project coordination handling client communications organizing bills
HARD REQUIREMENTS: w/ Aussie Builder/Developer client experience
Tools: Xero Work schedule: 7:30am - 4:30pm Melbourne Time
Target start date: Aug. 25 2025
VA RATE: $8-9
About the Role
High End Building and Development is a boutique building and development company specialising in high-quality townhouse construction projects. We are seeking a highly organised detail-oriented Virtual Assistant with experience in the building & construction industry and proficiency in Xero bookkeeping. This is a full-time role supporting the Director in day-to-day administration financial management and project coordination.
The ideal candidate will have a minimum of 2 3 years experience in construction administration and bookkeeping with the ability to work independently manage competing priorities and ensure deadlines are met.
Qualifications and Skills
Hands-on experience with MS Excel and accounting software (Xero)
Familiarity with finance regulations in Australia
Minimum 2 3 years of experience in administrative and bookkeeping roles within the building &
construction industry (experience with townhouse construction highly regarded).
Strong organisational and time management skills with excellent attention to detail.
Strong communication skills both written and verbal.
Ability to work independently with minimal supervision and as part of a team.
Problem-solving mindset and proactive approach to work.
Key Responsibilities
Administration & Project Coordination
Manage high-volume email inbox and calendar for the Director.
Liaise with councils and authorities regarding permits (SEW Energy Australia Origin United Energy
Yarra Valley Water etc.).
Apply for permits including PIC Road Opening Permit Asset Protection Building Permit Crossover
Permit Building Over Easement (BOE).
Draft and prepare correspondence reports and client communications.
Manage incoming/outgoing mail and organise digital/cloud storage systems.
Scan file and maintain accurate records of all documents.
Manage website enquiries and social media accounts.
Support project estimation process (sending plans to contractors/suppliers for quotes creating Spec
Lists for building quotes).
Review quotes in BuildXact.
Prepare update and control HIA contracts.
Update business licences and insurance records.
Prepare handover packages and organise photo/video documentation for completed properties.
Liaise with developers and project coordinators regarding schedules variations specifications and
site updates.
Coordinate with architects engineers subcontractors and suppliers for site bookings and project
needs.
Track new leads and assist with pipeline management.
Bookkeeping & Financial Administration (Xero)
Record and reconcile transactions in Xero including invoices bills payroll and expenses.
Align payments to projects and identify discrepancies.
Maintain and update daily expense tracker (invoices/quotes sent accepted/declined in dollar value).
Communicate with vendors and customers regarding invoices and payments.
Upload and categorise receipts in Xero.
Update and maintain price lists templates and client records.
The ideal candidate will have a minimum of 2 3 years experience in construction administration and bookkeeping, with the ability to work independently, manage competing priorities, and ensure deadlines are met. Direct Reporting: To Johndean Bielecki Qualifications and Skills Hands-on experience with MS Excel and accounting software (Xero) Familiarity with finance regulations in Australia Minimum 2 3 years of experience in administrative and bookkeeping roles within the building & construction industry (experience with townhouse construction highly regarded). Strong organisational and time management skills with excellent attention to detail. Strong communication skills, both written and verbal. Ability to work independently with minimal supervision and as part of a team. Problem-solving mindset and proactive approach to work
Education
None in Specific
Employment Type
Full Time
Key Skills
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