General Admin for tradie - exp in Quickbooks, Asana, ServiceM8

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TYPE OF WORK

Part Time

SALARY

25000

HOURS PER WEEK

20

DATE UPDATED

Aug 28, 2026

JOB OVERVIEW

A busy, relationship-driven construction/trades business owner needs a Virtual Assistant to take quoting, scheduling support, invoicing, and bookkeeping off his plate so he can stay focused on the field. This is a genuine clean-slate hire — the business's existing admin support is being retired entirely, not restructured, so the new VA will build these functions from the ground up rather than inheriting a working system.

The core challenge is that virtually everything currently lives in the owner's head — job details, client history, scheduling logic, and financial tracking. The right VA will be comfortable learning the business exactly as it runs today (informal, relationship-driven, low-tech) before introducing structure, and confident enough to make suggestions once they understand the business, without ever getting in the way of the personal relationships the owner has built with clients over 25 years.

Success in the first 30 days looks like: the inbox cleaned up and organised, unpaid invoices actively being chased, the VA fluent in how QuickBooks Online is currently used, and the first SOPs starting to take shape from live handover sessions with the owner.

What You'll Own

Quoting & Proposals

Convert quote requests that come in by text, photo, or voice message into proper written proposals
Use the existing Word-based proposal template and reference past proposals for similar jobs so wording, detail, and line-item style stays consistent
Keep proposals thorough and detailed — plenty of line items, even on smaller jobs
Draft proposals from voice messages describing a job, researching similar past jobs or clients as needed
Create reusable templates for recurring project types over time
Design and implement a clear file-naming convention and filing system for proposals and job documents from scratch

Scheduling & Job Coordination

Help build a consistent, structured weekly schedule for crews, supporting the owner in holding to it rather than jobs constantly bumping each other
Build simple crew profiles over time (core skills, strengths, jobs to avoid) once familiar with the team
Research and help set up a trades scheduling/quoting/invoicing platform as the business's system of record (not required from day one)

Invoicing & Cash Flow

Manage a mix of billing types: AIA billing, bi-weekly progress billing on longer jobs, and end-of-job invoicing on smaller ones
Set up and run a consistent invoicing rhythm, including structured follow-up on unpaid invoices
Follow up on currently outstanding invoices as an immediate priority
Help create predictable, consistent collections to close cash flow gaps

Bookkeeping & Financial Admin

Maintain QuickBooks Online and help bring it up to date in real time — currently only updated after the fact
Track what's owed and what needs to be paid, working from the owner's existing spreadsheet-based job and invoice tracking
Build a proper project ledger — assign a project name or number to every job, past and current
Formalise a daily crew location log (currently handwritten) into a system that can feed weekly payroll
Payroll is currently run outside QuickBooks; moving it in is future scope, not a day-one task

Client & Project Communication

Help set up a dedicated client communication channel per client or project so requests don't only land on the owner's personal number
Draft quotes from incoming requests for the owner's approval before they go out
Handle some direct phone communication with clients and contractors as the role matures


Email & Inbox Management

Set up a proper business email address and clean up/organise the owner's inbox — unsubscribing from marketing noise and surfacing what actually needs a response
Possibly send or draft correspondence on the owner's behalf
Review the inbox thoroughly in week one — supplier relationships, invoice history, and industry language are all sitting in there

Daily Rhythm & Reporting

Send a message at the start of each shift outlining the day's priorities
Send an end-of-day report covering tasks completed, work in progress, and anything needing review or approval
Maintain a running task list to track ad hoc requests sent throughout the day (often via voice message) so nothing is lost between check-ins

Process Documentation

Document each task as a simple SOP as it's handed over via live, screen-shared handover calls — this becomes the ongoing knowledge base for the business

Week One Priorities

Review the inbox in full — a high-value way to learn suppliers, industry language, and current business context
Get familiar with QuickBooks Online exactly as currently set up
Begin following up on currently outstanding/unpaid invoices — immediate, tangible value with minimal ramp-up needed

What We're Looking For

Experience

Prior experience working with trades or construction clients, ideally supporting multiple clients or projects in a fast-paced environment
Hands-on bookkeeping experience, including reconciliation, expense allocation, and job costing
Experience supporting a business owner who is largely off-site/on the road, with limited real-time availability

Technical Proficiency

QuickBooks Online: mandatory, confident working knowledge (Online version, not Desktop)
A trades scheduling/invoicing platform (e.g. ServiceM8 or similar): a strong advantage, not currently mandatory
Microsoft Word: comfortable building and formatting detailed, multi-line-item proposals
Microsoft 365/Outlook: comfortable managing and organising a business inbox
Comfortable with day-to-day virtual team tools (messaging apps, video calls, call recording/note-taking, task management); training provided on specific setup
Basic website/web publishing skills: a nice-to-have, not a non-negotiable

Organisational Skills

Able to design and maintain a clear, logical filing and naming system from scratch
Comfortable building a project ledger and tracking system for jobs, invoices, and crew allocation

Non-Negotiables

Genuinely proactive — comfortable flagging a better way of doing something without being asked
Comfortable working from voice messages and informal, on-the-fly instructions rather than always expecting things in writing
Able to absorb instructions the first time — retains process detail without needing repeated explanation
Familiarity with construction/subcontractor billing structures (AIA billing, progress billing, retainage-style invoicing) is a strong plus
Willing to learn the business's current, informal way of working first, before introducing new structure or systems
Comfortable being the one to research and recommend a platform rather than being handed a fully defined system
Warm, relationship-minded communicator who supports a long-standing, relationship-driven client base without making interactions feel transactional
Comfortable working with minimal daily contact when the owner is flat out on-site, and equally comfortable stepping up when more support is needed
Discreet and trustworthy — will have visibility into financial and client information
Patient through a genuinely from-scratch build — early weeks involve construction, not just handover

Why This Role

Real ownership: build the business's admin, scheduling, and financial systems from the ground up
Fast, tangible early wins — chasing outstanding invoices from week one
Clear path from part-time to full-time as the role and trust develop
Direct, close working relationship with the business owner as systems come together

How to Apply

To be considered, please complete this form and include a short video introduction — it helps us shortlist quickly: ----------

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