Operations & Finance Virtual Assistant (SH)

This is a remote position.

• Maintain accurate job cards with real-time cost allocations and ensure all financial data is up to date
  

• Generate and send invoices within 48 hours of job completion
  

• Process accounts payable with correct job cost allocation and prepare monthly profitability reports
  

• Maximize utilization of the Wonderbuild platform for document management budgeting and staff timesheets
  

• Ensure all project documentation is complete and ready before each project milestone
  

• Maintain compliance records and coordinate renewal schedules for licenses and certifications
  

• Coordinate project scheduling and proactively communicate any delays to clients
  

• Manage email communications using the four-bucket system (spam direct response escalation with info full escalation)
  

• Support targeted marketing campaigns and social media management on Instagram and Facebook
  

• Generate and manage client reviews through a systematic follow-up process
  

• Coordinate marketing initiatives to maintain a 12-month forward booking pipeline
  

• Create and maintain standard operating procedures (SOPs) for all core business functions
  

• Develop comprehensive checklists for task completion and quality control processes
  

• Establish and update price lists within the Wonderbuild system
  

• Develop communication protocols to reduce owner email management time by 8085%
  

• Support material tracking and reconciliation processes
  

• Assist with Wonderbuild platform setup and migration from Buildxact
  

• Strong experience with construction job management software preferably Wonderbuild or similar platforms
  

• Proven background in bookkeeping and financial operations for construction or trades businesses
  

• Excellent written and verbal communication skills for client interaction
  

• Experience in social media management and basic marketing activities
  

• Strong organizational skills and attention to detail for compliance and documentation
  

• Ability to work independently and proactively identify issues before escalation
  

• Solid understanding of Australian construction industry practices and terminology
  

• Proficiency with Microsoft Outlook and project management tools such as Trello
  

• Experience in creating SOPs and process documentation
  

• Ability to work during Australian business hours and coordinate effectively with field teams
  

• Full ownership of financial operations including job costing invoicing and profitability tracking
  

• Complete email management and client communication coordination
  

• Lead the implementation and optimization of the Wonderbuild platform
  

• Develop and maintain all business process documentation and SOPs
  

• Support marketing initiatives aimed at achieving an 80% large-contract client ratio
  

• Manage compliance tracking and renewal schedules
  

• Coordinate with field teams on scheduling and milestone completion
  

• Establish a systematic client review process
  

• Support material inventory tracking and procurement coordination
  

• Collaborate closely with business owners during the 812 week implementation period with ongoing optimization
  

• Permanent work-from-home setup
  

• HMO coverage (for eligible locations)
  

• Immediate hiring