VA - Estimating & Operations (003 - 00617)

​​Looking for Philippines-based candidates

Job Role: VA - Estimating & Operations 

Compensation range: $1,500 AUD - $2,000 AUD / Monthly

Engagement type: Independent Contractor Agreement

Work Schedule: This role is expected to align with the AU business hours (approx. 9 AM - 5 PM, Monday to Friday) for collaboration, but as a contractor, you’ll have flexibility in how you manage your time.

Who We Are: At Hunt St, we help Australian companies hire top remote talent in the Philippines. For this role, you will be engaged directly by the client as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote so you'll be able to work from home.

Who The Client Is: A sustainable building company based on the Central Coast, NSW focused on transforming the construction industry through environmentally responsible practices. It designs and builds homes that prioritize health, energy efficiency, and long-term sustainability.

Role Overview: The Virtual Assistant provides administrative and operational support across estimating, project delivery, contract administration, finance, and payroll within a residential construction environment. The role ensures accurate project setup, documentation control, compliance management, and financial tracking from tender through to project completion.

This position maintains core project management and financial systems including Buildertrend, Google Drive, Xero, and Dext, supporting project teams to meet contractual, regulatory, and operational requirements.

The ideal candidate is highly organized, detail-oriented, and experienced in construction administration processes and documentation standards within the Australian building industry.

Key Responsibilities: 

Estimating Administration:

• Maintain and update estimating templates, including quantity take-offs and system entries
• Review fee proposals to confirm scope completeness, subcontractor pricing, provisional sums, and inclusions
• Support accurate project setup within Buildertrend

Project & Operations Support:

• Maintain project documentation and filing systems in accordance with company procedures
• Manage drawing registers and ensure current plans are distributed and recorded
• Prepare and issue Safe Work Method Statements (SWMS)
• Prepare subcontractor agreements and engagement documentation
• Maintain subcontractor compliance records, including licences, insurances, and SWMS currency

Contract Administration Support:

• Prepare and issue contract documentation, including Home Building Compensation Fund (HBCF) certificates
• Maintain registers for Variations, Requests for Information (RFIs), and Extensions of Time (EOTs)
• Assist with collation of documentation required for Occupation Certificate (OC) submissions
• Support document control processes in line with contractual obligations

Finance & Commercial Support:

• Assist with preparation of progress claims and payment schedules
• Maintain client invoice and retention tracking registers
• Track subcontractor claims, invoices, and payment status
• Process supplier invoices and purchase orders through Dext and Xero
• Support cost tracking and financial record accuracy across projects

HR & Payroll Support:

• Review and approve timesheets in Buildertrend
• Prepare weekly payroll processing in Xero
• Maintain accurate labor records aligned with project allocations

Required Skills and Qualifications:

• Experience in construction administration within the Australian building industry
• Working knowledge of residential building contract processes and documentation
• Proficiency in Microsoft Office and Google Workspace
• Practical experience using Xero for financial administration
• Experience using Dext for invoice processing
• Experience with Buildertrend or comparable construction management software
• Strong organisational and document control skills
• High attention to detail and ability to manage multiple projects

Work Arrangement & Expectations:

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)