Business Operations & Administrative Support Specialist (MHD)

This is a remote position.

Work Schedule: Monday to Friday 8:00am to 5:00pm Sydney Time with 1 hour unpaid break.

• Manage all client communications with 24-hour response times and proactive follow-ups to eliminate missed opportunities
  
• Coordinate between office, field teams, and subcontractors to ensure clear communication channels and updated job requirements
  
• Handle comprehensive administrative tasks including data entry, invoice processing, and maintaining organized job documentation
  
• Oversee compliance management including build pass, WHS documentation, and ensuring all job documents are properly maintained
  
• Utilize and optimize software systems including Build Exact for maximum efficiency and quality control processes
  
• Chase up employee tasks, deliverables, and site reporting to improve team accountability and performance
  
• Assist with quoting and tendering processes, including supplier price checking and quote comparisons
  
• Forward all financial documents to Xero and manage systematic invoice processing to prevent cash flow delays
  
• Implement weekly checklists for site managers covering job variations, accidents, client satisfaction, and progress updates
  
• Create and maintain standard operating procedures and checklists for recurring business processes
  
• Provide accountability support to business owners by tracking their daily tasks and deliverables
  
• Manage email and calendar systems, filtering communications and flagging only items requiring owner attention
  

• Full-time position working Australian business hours (8:30 AM onwards preferred due to high call volume)
  
• Initial 10-12 week implementation period with ongoing bi-weekly check-ins and support
  
• Access to client communication systems, project management software, and financial systems (with appropriate security protocols)
  
• Gradual expansion of responsibilities as trust and competency are established
  
• Potential for role growth into specialized areas like estimation support as business scales
  
• Integration with TradieVA’s talent network for best practice sharing and continuous improvement
  
• Participation in community calls with other construction industry clients for knowledge sharing
  

Requirements

• Strong experience with construction or trades industry administrative processes
  
• Proficiency with accounting software (Xero experience preferred) and construction management tools
  
• Excellent written and verbal communication skills with ability to interact profes