Virtual Office Manager

We are looking for a highly organized, detail-oriented, and systems-driven Office Manager to oversee administrative operations, ensure seamless project coordination, and maintain accurate data management. This role is crucial to supporting our projects and ensuring all schedules, tasks, and communications are managed efficiently and effectively.



Key Responsibilities:
1. Administrative and Office Management:

Perform day-to-day administrative tasks to support smooth office operations.
Organize and maintain company records, documents, and files in compliance with company policies.
Manage emails, correspondence, and task allocation using Buildertrend and Microsoft Outlook.
Process and monitor various workflows, including schedules, change orders, invoices, and purchase orders.


2. Project Coordination and Buildertrend Management:

Support project planning, scheduling, and tracking using Buildertrend.
Liaise with site teams and project managers to ensure project milestones are met.
Monitor daily logs, update tasks, and provide end-of-day reports summarizing progress.
Ensure all project-related data is accurate and updated in real-time.


3. Workplace Health and Safety (WHS) Compliance:

Oversee and maintain WHS documentation using Hazard Co.
Conduct regular reviews and ensure compliance with safety protocols.


4. Supplier and Subcontractor Communication:

Serve as the primary point of contact for suppliers, trades, and subcontractors.
Coordinate orders, deliveries, and pricing negotiations to achieve cost efficiencies.


5. Email and Internal Communication Management:

Ensure timely and professional management of company emails.
Facilitate effective communication across teams using tools like Microsoft Teams, Zoom, and WhatsApp.
Draft and send company-wide communications as required.


6. Data and Document Management:

Organize and manage company documents using Buildertrend and other tools.
Maintain version control and archive outdated documents systematically.
Prepare spreadsheets and data reports as needed.


7. Customer Relationship Management (CRM):

Manage and update the company’s CRM system (Go High Level).
Track client interactions, project statuses, and sales pipelines to improve efficiency.
Create tasks and funnels to streamline processes and enhance client satisfaction.


Required Skills and Qualifications:
Proven experience in office management, administration, or similar roles.
Strong organizational skills with a high level of accuracy and attention to detail.
Proficiency in project management tools.
Excellent written and verbal communication skills in English.
Ability to work consistently in the Australian time zone.


Preferred Skills and Qualifications:
Knowledge of the building or construction industry is an advantage.
Familiarity with WHS compliance standards and procedures (Hazard Co. experience is a plus).
Experience with CRM systems such as Go High Level.
Negotiation skills for supplier and subcontractor management.


Why Join Us?
This is a fantastic opportunity for someone who values structure, thrives in a fast-paced environment, and takes pride in delivering results. As a key member of our team, you’ll play an integral role in driving efficiency, ensuring client satisfaction, and contributing to the success of our custom home-building projects.



If you are detail-oriented, motivated, and eager to grow with a company that values systems and efficiency, we want to hear from you.