Virtual Operations and Project Admin Assistant

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October 28

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Hunt St

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Recruitment • HR Tech • B2B

Hunt St is an Australia-based recruiting firm founded by brothers Shaun and Eliot with the aim of helping small and medium-sized enterprises (SMEs) hire top offshore talent directly, avoiding the high costs associated with traditional outsourcing agencies. The company offers a unique one-time finder's fee model, enabling clients to save significantly on recruitment costs. They provide comprehensive services including job postings, candidate screenings, interviews, and legal support for compliant remote hiring. Hunt St specializes in sourcing talent from countries like the Philippines, Nepal, Indonesia, and India, offering a transparent and ethical hiring process that allows businesses to provide fairer compensation to employees while ensuring stringent security and compliance measures are met.

2 - 10 employees

🎯 Recruiter

👥 HR Tech

🤝 B2B

📋 Description

• Maintain organised project folders, files, and registers using company drives. • File and update drawings, RFIs, variations, EOTs, and site photos within one business day. • Build close-out packs and O&M documents using existing templates. • Keep authority and certification records updated and ensure timely submissions. • Support coordination of staff, subcontractors, and suppliers. • Maintain action lists, procurement trackers, and project dashboards. • Schedule meetings, follow up on deliverables, and issue reminders as needed. • Track project progress and flag delays or issues promptly. • Assist with client updates, project documentation, and supplier follow-ups. • Prepare draft emails and reports for review and submission by the project team. • Validate supplier invoices and ensure they match POs and delivery receipts. • Track variations, claims, retentions, and project costs accurately. • Maintain monthly reports on accounts payable, receivables, and retention schedules. • Support with supplier onboarding and compliance document tracking. • Prepare and track submissions to authorities (COES, DNSP, metering, NBN, etc.). • Maintain dashboards of key submission dates to ensure zero missed deadlines. • Keep safety documentation, inductions, and insurance records updated. • Log site reports, checklists, and corrective actions as directed. • Help standardise and improve admin workflows and reporting templates. • Create clear SOPs for recurring admin tasks. • Maintain clean, standardised filing and register systems.

🎯 Requirements

• Minimum 3 years of experience in remote operations or project administration, ideally in construction, engineering, or building services. • Strong experience with project coordination, document control, and financial admin support. • Should be proficient in tools such as Xero, and Asana. • Proficiency in AroFlo, VisiBuild, HammerTech, Procore and Aconex is a plus. • Advanced Excel or Google Sheets skills (pivot tables, formulas, data validation). • Excellent attention to detail, organisation, and written communication. • Familiarity with Australian trade or construction industry standards is a plus.