Construction Industry (Buildxact Specialist) - Virtual Personal Assistant
- Philippines
- Permanent
- Full-time
We are seeking an elite level Virtual Personal Assistant with proven expertise in construction industry administration to directly support a growing Australian builder. The business is run by a driven entrepreneur who is focused on winning projects, preparing quotes, and ensuring quality on site. This role exists to take full ownership of administration and personal assistant functions, allowing the owner to focus on growth and delivery.The successful candidate will become a trusted and critical piece in streamlining systems, managing communications, and ensuring all back-office processes are executed at the highest standard.Key Responsibilities
- Buildxact Expertise: End-to-end use of Buildxact including job costing, quoting, project scheduling, budget tracking, purchase orders, and reporting.
- Administrative Excellence: Manage email inbox, schedule meetings, draft correspondence, maintain records, and implement document control procedures.
- Quoting & Tenders: Prepare and submit accurate quotes through Buildxact, cross-check plans, and coordinate supporting documentation.
- Project Coordination: Support the owner in monitoring project milestones, update schedules, and ensure subcontractor compliance documents are maintained.
- Client & Supplier Liaison: Communicate professionally with clients, subcontractors, and suppliers on behalf of the business owner.
- Personal Assistance: Anticipate the owner's needs, provide proactive reminders, and support both business and personal scheduling.
- Social Media Scheduling and PostingWho We're Looking For
We are not looking for just any VA. We require a seasoned professional with a track record of elite support in high-pressure environments. You must have the following:Essential Requirements
- 5+ years working as a high-level Executive/Personal Assistant (supporting entrepreneurs, directors, or senior business owners).
- 3+ years proven knowledge and hands-on expertise using Buildxact.
- Prior experience working with Australian construction companies (residential or commercial).
- Strong knowledge of construction terminology, quoting workflows, and subcontractor management.
- Impeccable written and spoken English with the ability to draft professional business communications.
- Demonstrated ability to operate with discretion, confidentiality, and initiative.
- Early starts in the morning is required as the business owner starts work at 5am - 6am AESTKey Traits
- Highly organised, detail-oriented, and proactive able to anticipate needs before being asked.
- Strong problem solver with the ability to troubleshoot and streamline systems independently.
- Commercially savvy with a good understanding of budgets, cost tracking, and reporting.
- Tech-confident and process-driven, with excellent skills in G-Suite/Microsoft 365 in addition to Buildxact.
- Ability to work to deadlines and thrive under pressure.Why Join
- Work directly with a passionate builder at the ground floor of an established and growing construction company.
- Play a critical role in shaping systems and workflows that directly impact business success.
- Long-term, stable position for the right candidate who demonstrates loyalty and consistent high performance.
- Opportunity to develop deep knowledge of Australian construction operations while working remotely.How to Apply
If you are an experienced personal assistant with Buildxact mastery and proven success supporting Australian construction businesses, we want to hear from you.Submit your resume and cover letter detailing your specific Buildxact experience and examples of supporting business owners in construction.Posted by Talentport - Connecting Top Talent to Growing BusinessesBonus if you supply a specific loom outlining your experience and how you have used buildxact.
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