Project Virtual Assistant

Company Overview
We’re a small group of big thinkers working together like a well-oiled machine.
We much rather work with a few exceptional individuals than a lot of average people.
A little bit our company,
We’re based in Sydney NSW
We started in 2022
We specialise in Remedial Construction which is fixing and improving existing buildings that have problems or need updates.
It includes a wide range of activities to keep buildings safe, strong, and looking good.
1. Waterproofing
2. Concrete repairs
3. Masonry repairs
4. Facade restoration

Job Summary

• The Project Virtual Assistant is a remote yet vital role, positioned to provide comprehensive support to both the Project Coordinator and Project Engineer.
• With a focus on organization and attention to detail, this role will facilitate project planning and execution by handling a variety of administrative and technical tasks.

Key Responsibilities

General Operations Responsibilities
• Documentation Management:
o Assist with the preparation and management of project documents, ensuring that all materials are accurate, up to date, and stored appropriately for easy access.
• Project Completion Documentation:
o Coordinate the compilation, review, and finalization of all project completion documentation, ensuring all contractual obligations have been met and documented properly before project handover.
• Technical Filing:
o Efficiently file and manage all technical documents within the Design Building Practitioners portal, guaranteeing that all records are current, compliant, and easily traceable for future reference.
• Meeting Coordination:
o Organize and schedule project meetings, including preparing agendas, taking minutes, and following up on action items.
• Budget Assistance:
o Support the construction manager in budget tracking and cost management activities to ensure financial objectives are met.

Project Engineering Assistance
• Compliance Research:
o Conduct research and analysis to ensure that all aspects of construction projects are in alignment with the latest Australian standards and the Building Code of Australia.
• Technical Data Review:
o Perform detailed examinations of technical data sheets from suppliers and manufacturers.
o Evaluate product specifications and performance data to ensure suitability for project requirements.
• * Inspection Test Plans (ITPs):
o Create, implement, and oversee inspection test plans that outline critical checkpoints for quality assurance throughout the construction process.
o Work with the site team to execute ITPs, ensuring that construction activities meet the predefined quality standards.
• Safe Work Method Statements (SWMS):
o Develop SWMS tailored to construction tasks, outlining the procedures necessary to minimize risks and comply with safety regulations.
o Carry out random audits and safety inspections to ensure compliance.
• Management Plan Development:
o Devise and refine safety, quality, and environmental management plans that meet the project's unique needs and objectives.

Project Coordinator Assistance
• Procurement Management:
o Directly manage suppliers, manufacturers, and subcontractors by requesting, reviewing quotes and preparing purchase orders

Skills and Qualifications
• Skills
o Proficient in Software: (MS Office, Project Management Tools)
o Effort and Dedication:
? Demonstrates a consistent willingness to go above and beyond, showing determination and persistence in tackling challenges and achieving project milestones.
o Positive Attitude:
? Maintains a positive and solution-oriented mindset, even under pressure or when facing setbacks, contributing to a positive work environment and team morale.
o Willingness to Learn:
? Exhibits a strong desire for continuous improvement and professional development, actively seeks feedback, and embraces opportunities to acquire new skills and knowledge relevant to the project management field.
o Effective Communication:
? Possesses excellent verbal and written communication skills, capable of conveying complex information clearly and concisely, facilitating effective dialogue between all project stakeholders.
o Results-Oriented:
? Focused on delivering tangible results, demonstrates the ability to prioritize tasks effectively, manage time efficiently, and persist until project goals are achieved.

• Qualifications: Bachelor’s degree in civil engineering or quantity surveying is preferred.

• Experience:
o No industry experience needed.
o Experience in research, reading and understanding drawings and technical specifications.
Work Environment
• The position is full remote, requiring overlap with Sydney business hours
• A professional home office setting that is quiet with laptop/computer, keyboard, mouse and headset
• Collaboration with the Operations Team and regular interaction with the Construction Manager are key components of the role.
• The ability to manage multiple projects and deadlines in a bustling environment is essential.
Employment Type, Compensation, and Benefits
• Employment Type: Full-Time
• Compensation: TBC on Candidate
• Benefits:
o Professional Development: Opportunities for professional growth including training sessions, workshops, and seminars.
o Wellness Programs: Access to wellness programs to support the health and well-being of our employees.

Application Process

To apply for the Project Virtual Assistant position, please follow the steps outlined below:

1. Prepare Your Application: Compile your resume, cover letter, and any relevant certifications or portfolios that showcase your experience and skills related to construction and virtual assistance.

2. Submit Your Application: Email your application materials to ---------- Please include "Project VA Application" in the subject line to ensure proper routing.
• Resume / CV
• Qualifications
• Academic Transcript
• Past Projects with Photos (If any)
• English Test Results which can be completed here: ----------
• Typing Test Results which can be completed here: ----------

3. Review Process: Our recruitment team will review applications on a rolling basis. Qualified candidates will be contacted for an initial screening interview.

4. Interviews: Selected candidates will be invited to participate in one or more interviews. This may include interviews with the Construction Manager and other key tea ---------- mbers, potentially including practical assessments or case studies relevant to the role.

5. Decision and Offer: Final candidates will be selected based on their interviews and reference checks. An offer will be extended to the chosen candidate, including a detailed overview of the compensation package and benefits.

6. Onboarding: Upon acceptance, the new Project Virtual Assistant will undergo a comprehensive onboarding process to become acquainted with our team, processes, and projects.

We appreciate your interest in joining our team and look forward to reviewing your application. For any inquiries regarding the application process or the position, please email us at ----------