Project Support Administrator (Construction Industry Experience Required)

We are a fast-growing painting and remedial building company in Sydney, Australia, looking for an experienced Virtual Assistant with a strong construction or trade-services background. This role supports our Contracts Manager, Project Managers, and Supervisors across the full project lifecycle — from acceptance to completion.

You will play a key role in keeping projects moving, coordinating communication, managing admin tasks, and ensuring the team stays organised and informed. What You Will Do:

Project & Admin Support

• Assist across all stages of project delivery with accurate documentation, scheduling, and follow-ups.
• Update ---------- and Nexvia with job information, progress notes, and compliance data.
• Manage inboxes, draft professional client emails, organise files, and maintain project records.
• Attend internal meetings, take clear and actionable notes, and follow up with the team on outcomes.

Communication & Coordination

• Answer all inbound calls professionally with strong customer service skills.
• Communicate confidently with clients, subcontractors, and suppliers.
• Coordinate pre-start meetings, documentation requirements, colour/finish confirmations, and approvals.
• Assist with subcontractor admin: insurances, onboarding documentation, compliance checks.

Support for Contracts Manager

• Handle routine and ad hoc administrative tasks.
• Prepare and issue client contracts, track documentation, and assist with special requests.
• Flag scheduling conflicts, risks, or missing information early.

Compliance & Project Tracking

• Ensure HBCF and other compliance items are completed before job commencement.
• Track defects, variations, and project stages to support timely delivery.

Work Health & Safety (WHS) Support
• Monitor daily WHS check-ins and safety documentation submitted from sites.
• Ensure subcontractors complete required safety items (SWMS, risk assessments, site inductions, toolbox meetings).
• Follow up immediately when WHS items are missing, incomplete, or overdue.
• Maintain accurate WHS records in ---------- and Nexvia.
• Assist the team in preparing WHS reports, i ---------- logs, and compliance documents.
• Flag safety risks, trends, or non-compliance to the Contracts Manager and Operations Manager early.

Essential Experience & Skills

• Minimum 2–3 years experience in an Australian construction, trade, or building services company (non-negotiable).
• Exceptional English communication — written, verbal, and phone presence.
• Highly organised, structured, and reliable, with the ability to manage competing priorities.
• Fast, accurate admin capability — inbox management, documentation, note-taking, and data entry.
• Strong understanding of construction workflows, terminology, and contractors.
• Tech-savvy and confident using project management tools (experience with ---------- or Nexvia)

Attributes That Make You Successful

• You thrive in a fast-paced environment and stay calm under pressure.
• You think ahead, anticipate needs, and proactively follow up.
• You have a sharp eye for detail — nothing gets past you.
• You work well with a remote team and take ownership of your tasks.
• You enjoy helping projects run smoothly and supporting multiple people at once.