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TYPE OF WORK
Part Time
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SALARY
20000
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HOURS PER WEEK
20
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DATE UPDATED
Sep 10, 2026
Key Responsibilities (Prioritized):
● Manage job ordering and purchase orders — place material orders for upcoming roofing jobs, prepare and manage subcontractor purchase orders, and ensure all orders are accurately organised against the correct job.
● Manage quote administration — receive plans and quote requests from builders, coordinate with the third-party estimator, enter completed estimates into the appropriate system, send quotes back to builders, and follow up on outstanding quotes.
● Screen incoming calls and manage messages — answer calls when the client is unavailable, determine whether an enquiry genuinely requires his attention, handle straightforward enquiries where possible, and provide clear, concise messages for anything requiring escalation.
● Manage email and general administration — monitor incoming correspondence, keep emails organised, respond to routine enquiries, and coordinate information between builders, estimators, suppliers, subcontractors, and Johnno.
● Support basic job costing and profitability tracking — record bills and expenses against the correct jobs and assist with tracking material costs and labour/hours to maintain basic job profitability information.
● Manage SWMS and safety documentation — prepare and distribute SWMS through HazardCo, send documentation to workers and subcontractors for signing, and follow up to ensure completed paperwork is returned.
● Help maintain an organised view of upcoming work and support the team with administrative coordination as the business grows.
● Identify opportunities to improve administrative processes, organisation, and visibility across jobs as familiarity with the business develops.
Qualifications (Prioritized):
● Previous experience as a Virtual Assistant, Administration Assistant, Project Coordinator, or Operations Assistant, preferably within roofing, construction, building, or another trade-based business.
● Demonstrated experience managing purchase orders, supplier coordination, material orders, and job administration.
● Strong written and verbal English communication skills, with the confidence to communicate professionally with builders, suppliers, subcontractors, and customers.
● Experience handling incoming phone calls, screening enquiries, taking accurate messages, and knowing when to escalate matters.
● Strong administrative and organisational skills with excellent attention to detail.
● Ability to manage multiple jobs, orders, quotes, and follow-ups without losing track of important details.
● Basic understanding of job costing, expenses, bills, or profit-and-loss tracking.
● Comfortable working with email, calendars, spreadsheets, and cloud-based business systems.
● Experience with HazardCo, SWMS, or construction safety documentation is highly desirable.
● Previous experience with Australian construction or roofing terminology and workflows is an advantage.
● Experience working with Xero or similar accounting software is beneficial.
