Operations & Tender Support Virtual Assistant

Hours: Full-time (40 hrs/week),
Tools: ServiceM8, Xero, Microsoft 365, Teams, AI documentation tools
Location: Remote (Philippines-based VA, supporting Brisbane team)

Operations & Tender Support Virtual Assistant (Construction) 251111_HB

About the Company:
A growing construction and civil business based in Queensland, delivering high-quality commercial and government projects across Southeast Queensland and Northern NSW. As the company gears up for major tender opportunities ahead of the 2032 Brisbane Olympics, theyre implementing stronger systems and workflows including a transition from NextMinute to ServiceM8 to support long-term growth. Theyre now seeking a proactive and tech-savvy Virtual Assistant to provide full-time operational, administrative, and tender support to the directors and project team.

Key Responsibilities (Prioritized):

• System Migration & Setup: Lead the transition from NextMinute to ServiceM8, ensuring data migration, system integration with Xero, and proper setup of workflows, templates, and catalogues.

• Tender Support: Assist in compiling, formatting, and submitting tenders (e.g., QBuild, Brisbane City Council, Olympic projects); build a central library of company templates, capability statements, and compliance documentation.

• Administrative Operations: Manage emails, calls, and client communication as the primary point of contact for enquiries and scheduling.

• Scheduling & Coordination: Plan daily and weekly schedules for project teams, optimize routes and travel times across job sites, and communicate changes clearly to staff and clients.

• Compliance & Documentation: Maintain up-to-date staff licenses, insurances, SWMS, and workplace health and safety documentation. Send reminders and follow-ups for renewals and missing files.

• Quoting, Invoicing & Data Entry: Support quoting, job setup, and invoice preparation in ServiceM8 and Xero; ensure all job and client data is accurate and organized.

• Supplier & Price List Management: Liaise with suppliers, update materials catalogues and price lists as needed.

• Reporting: Prepare simple daily or weekly reports summarizing jobs, tenders, and operational updates for management review.

• Process Documentation: Record processes using screen capture or AI documentation tools to help build internal SOPs and system manuals.

Qualifications (Prioritized):

• Proven experience as an Admin or Operations VA in the construction or trade industry.

• Hands-on experience with ServiceM8, NextMinute, or similar job management software.

• Strong working knowledge of Xero (quoting, invoicing, reconciliations).

• Excellent written and verbal English communication skills confident with client and supplier correspondence.

• Experience with tenders, proposals, and compliance documentation is highly valued.

• Solid organizational and data management skills with strong attention to detail.

• Confident using Microsoft 365, Teams, and cloud-based tools (Google Drive, OneDrive).

• Comfortable learning and implementing AI or automation tools for efficiency.

Preferred Characteristics:

• Proactive and independent takes ownership of outcomes with minimal supervision.

• Detail-oriented and analytical spots inconsistencies before they become issues.

• Excellent communicator personable, confident, and professional with clients and staff.

• Process-driven thinker enjoys building and maintaining systems that improve workflow.

• Adaptable and resourceful able to manage changing priorities and tight timelines.

• Team collaborator works closely with directors, project managers, and field crews to keep communication seamless.

Perks and Benefits

• Competitive salary + signing bonus
• 13th month pay & annual leave credits
• Government benefits + HMO after 6 months
• Monthly catch-ups with free meals
  
• Birthday perks & anniversary bonus
• Virtual parties & face-to-face gatherings
  
• Continuous training & upskilling opportunities
• A dedicated manager to support you not just match and go