The Position

We are seeking a skilled and proactive General Administrative Virtual Assistant (VA) with expertise in contract administration to support a high-end residential construction business based in New South Wales, Australia. This is a long-term, part-time remote opportunity (20 hours per week), with strong potential for quick transition to a full-time role as the business expands.

You will collaborate directly with the business owner, managing essential administrative tasks, contracts, and invoicing processes. Approximately 20% of the role involves social media support, including basic content scheduling and tender coordination. If you excel at creating structure, building efficient systems, and taking ownership, we encourage you to apply.

About the Role

This position focuses on ensuring smooth back-office operations. You will manage subcontractor contracts, follow up on outstanding invoices, and maintain critical project documentation. A key responsibility involves establishing structured Standard Operating Procedures (SOPs) and digital filing systems to facilitate seamless onboarding for new team members.

The Details

• Job Location: Remote (Philippines)
• Client Location: New South Wales, Australia
• Job Type: Part-time (20 hours per week)
• Work Schedule: Monday to Friday, 7:00am – 11:00am PHT
• Salary: 27,000 PhP to 30,000 PhP (Part-Time); 50,000 to 55,000 PhP (Full-Time)

Responsibilities

Contract Administration & General Admin (80%)

This core function ensures operational structure and efficiency:

• Prepare, manage, and track subcontractor contracts and associated documentation.
• Liaise with site managers to approve invoices before submission to accounts.
• Develop and maintain monthly templates for back-charges and payment schedules.
• Support tender processes by distributing scopes to subcontractors and compiling responses.
• Build and maintain SOPs and robust filing systems using Word, Excel, and Google Drive.
• Assist with internal documentation and onboarding procedures.
• Monitor the accounts inbox, flagging or forwarding items requiring follow-up and approval.

Social Media & Outreach (20%)

These tasks are foundational and offer potential for future development:

• Upload and schedule photo-based posts, utilizing AI tools for caption generation.
• Organize and manage content folders for use in social media posts or capability statements.
• Support outreach by identifying potential new clients or architectural partners.
• Assist with basic lead generation and distribution of capability statements as needed.

Software Skills

Experience with the following tools (or comparable platforms) is required:

• Xero (or similar financial platforms).
• Microsoft Office (Word, Excel).
• Google Workspace (Docs, Sheets, Drive).
• Canva (for basic content creation).
• ChatGPT (for caption writing support).
• Zoom, Loom, WhatsApp (for communication and updates).

Required Skills & Experience

We seek candidates who demonstrate practical experience, clear communication, and a proactive, improvement-focused mindset.

• Minimum 3-4 years of experience in contract administration and general administrative support, preferably within construction or project-based environments.
• Proven track record in remote roles supporting Australian, UK, or US businesses, demonstrating the ability to manage time zones and deliver results autonomously.
• Strong understanding of construction terminology, workflows, and documentation (contracts, scopes, subcontractor files).
• Proficiency in Excel, Google Sheets, and cloud-based file systems for organized and accessible record-keeping.
• Excellent written English skills for drafting professional emails, updating documents, and creating clear internal guides.
• A natural drive to solve problems, optimize systems, and propose process improvements.

Candidate Attributes

Successful candidates must:

• Communicate clearly, professionally, and respectfully.
• Exhibit a high level of focus and attention to detail.
• Enjoy developing and enhancing internal systems.
• Understand the critical importance of meeting deadlines.
• Work effectively with minimal supervision and value accountability.

This Role Is Not Suitable If You:

• Lack experience in contract administration or general administration.
• Cannot consistently adhere to the required work schedule/hours.
• Are currently managing multiple jobs or conflicting part-time commitments.
• Do not possess a reliable internet connection or a professional home office setup.
• Prefer receiving explicit instructions over taking initiative.

Call to Action

If you are an experienced General Admin VA specializing in contract administration and are ready to advance your career, please apply now.