Construction Administrative Specialist

This is a remote position.

Administrative Specialist

Schedule and Working Hours:

Option 1

• Part-time: 3 days per week, 8 hours per day (Mondays, Fridays, and one day in between)
  

• Working hours: 09:00 AM to 05:00 PM Brisbane time
  

Option 2

• Part-time: 5 days per week, 4 hours per day (Mondays to Fridays)
  

• Working hours: 09:00 AM to 01:00 PM Brisbane time
  

Responsibilities:

• Property Questions: Contact real estate agents to gather specific information about properties using a set of six predefined questions.
  

• Filing and Tracking Project Budgets: Organize incoming invoices into appropriate folders on Google Drive and update spreadsheets with this information to track budget versus actual expenses.
  

• Helping with Updates: Assist in preparing weekly updates for clients, including budget tracking, project timelines, photos, and descriptions.
  

• Following Up with Tradies: This involves contacting the tradespeople (tradies) to confirm if they have received payments for their invoices.
  

• Following Up with Investors: Email and call investors after invoice due dates to make sure payments are settled on time.
  

• Managing Leads: Access the email account where leads from ads are received and contact these potential clients via calls and emails to book meetings.
  

Timeline and Objectives:

First 2 Weeks:

• Complete onboarding and training on company processes and tools.
  

• Audit current administrative processes and suggest improvements.
  

• Familiarize with property inquiry procedures and investor communication protocols.
  

• Begin handling initial property inquiries under supervision.
  

First Month:

• Independently manage property inquiries and gather required information.
  

• Start organizing and tracking project expenses and budgets.
  

• Assist in preparing weekly updates for investors.
  

• Begin following up on payments from investors and to tradies.
  

First 90 Days:

• Take full ownership of property inquiries and budget tracking.
  

• Regularly update investors on project progress with minimal supervision.
  

• Ensure timely follow-up on all payments and maintain accurate records.
  

• Manage leads from ads and schedule meetings independently.
  

• Demonstrate the ability to handle ad-hoc tasks efficiently.
  

In 180 Days:

• Streamline administrative processes for increased efficiency.
  

• Proactively identify any possible issues related to project budgets and payments.
  

• Maintain consistent and detailed communication with investors.
  

• Support the team in scaling operations by managing increased workloads seamlessly.
  

In a Year’s Time:

• Have a comprehensive understanding of all administrative aspects of the company.
  

• Contribute to continuous improvement initiatives to enhance operational efficiency.
  

• Build strong relationships with investors and ensure high levels of satisfaction.
  

• Be a key player in supporting the company’s growth and achieving its business objectives.
  

Requirements

• Required Skills:
  

  • Excellent communication skills.
    

  • Strong organizational and time-management skills.
    

  • High attention to detail.
    

  • Proficiency in Excel and Google Sheets.
    

  • Ability to handle multiple tasks and prioritize effectively.
    

  • Technology Savvy
    

  • Strong interpersonal skills
    

  • Ability to analyze data, trends, and information to support decision-making and problem-solving processes.
    

  Qualifications:
  

• Minimum 2 years' experience in an executive administrative/assistant role.
  

• Experience in the construction industry is highly desirable.
  

• Experience managing projects or coordinating team efforts can be valuable, especially for roles involving significant project management responsibilities.
  

• Experience with project management tools like Monday.com is advantageous.
  

• Ability to build strong rapport and demonstrate high-level etiquette in professional interactions.
  

• Fast and reliable wired internet connection of not less than 30 Mbps
  

• Quiet, private home office free from noise background or distraction
  

• Updated computer (desktop or laptop), excellent quality headset with microphone, and a working webcam