Operations & Tender Support Virtual Assistant – Construction

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4 days ago

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Trade VA

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B2B • Productivity

Trade VA is an Australian virtual assistant and outsourcing company that provides dedicated administrative, customer service, scheduling, invoicing, bookkeeping, project and job-management support to tradespeople (roofers, plumbers, electricians, builders) across Australia and New Zealand. They pair skilled VAs with job-management software, offer creative and IT support, and deliver a two-week risk-free trial designed to save tradies 20–40 hours per week so they can focus on field work and grow their businesses.

11 - 50 employees

🤝 B2B

⚡ Productivity

📋 Description

• Lead the transition from NextMinute to ServiceM8, ensuring data migration, system integration with Xero, and proper setup of workflows, templates, and catalogues • Assist in compiling, formatting, and submitting tenders (e.g., QBuild, Brisbane City Council, Olympic projects); build a central library of company templates, capability statements, and compliance documentation • Manage emails, calls, and client communication as the primary point of contact for enquiries and scheduling • Plan daily and weekly schedules for project teams, optimize routes and travel times across job sites, and communicate changes clearly to staff and clients • Maintain up-to-date staff licenses, insurances, SWMS, and workplace health and safety documentation • Support quoting, job setup, and invoice preparation in ServiceM8 and Xero; ensure all job and client data is accurate and organized • Liaise with suppliers, update materials catalogues and price lists as needed • Prepare simple daily or weekly reports summarizing jobs, tenders, and operational updates for management review • Record processes using screen capture or AI documentation tools to help build internal SOPs and system manuals

🎯 Requirements

• Proven experience as an Admin or Operations VA in the construction or trade industry • Hands-on experience with ServiceM8, NextMinute, or similar job management software • Strong working knowledge of Xero (quoting, invoicing, reconciliations) • Excellent written and verbal English communication skills confident with client and supplier correspondence • Experience with tenders, proposals, and compliance documentation is highly valued • Solid organizational and data management skills with strong attention to detail • Confident using Microsoft 365, Teams, and cloud-based tools (Google Drive, OneDrive) • Comfortable learning and implementing AI or automation tools for efficiency

🏖️ Benefits

• Competitive salary + signing bonus • 13th month pay & annual leave credits • Government benefits + HMO after 6 months • Monthly catch-ups with free meals • Birthday perks & anniversary bonus • Virtual parties & face-to-face gatherings • Continuous training & upskilling opportunities • A dedicated manager to support you not just match and go