As an administrative assistant, you will draft and send building contracts for new projects and obtain follow-up signatures in addition to manually entering supplier invoices into Buildxact. This is a fully remote role.
What are the 4 core Priorities / Outcomes they will be responsible for:
Customer Experience - All client contact is consistent from inquiry to after sales. They
receive the same information and there is a clear, defined process through our CRM system, Automation King.
Project Management/Tracking - All supplier invoices and time is tracked to ensure real time tracking is accessible and job profitability is accurate and up to date.
Compliance / Scheduling - All job documents and information are complete, and up to date. Next steps are clear and communicated to the team/suppliers and clients
Systems and Processes - All tasks that are required to complete core role objectives are documented as SOPs and updated periodically.
What are 5-10 critical Tasks that if done well will make success inevitable?
1. Manually enter Supplier Invoices to Buildxact
2. Draft and send Building Contracts for new projects and followup signatures
3. Manually enter timesheet hours to Buildxact from Xero
4. Advertising, signage, create marketing materials on canva
5. Email management
6. Prepare for new job to start by placing cost estimate in Google Drive, add tracking category to Xero, chase deposit invoice payment and signed contract, before photos from boys, add preliminary drawings/plans/sketches to Google Drive.
7. Automation King text messages/followup
8. Social Media posts
What are 5 pain points this role is designed to address
1. Delayed job tracking entry, resulting in delayed actual financial data and running over on costs.
2. Streamlined information being delivered to new leads, resulting in consistency and professionalism.
3. Quick communication, people aren’t waiting for our response to a simple question or query.
4. Job preparation - the guys on site aren’t delaying commencement of a project because they don’t have all the relevant job information.
5. Compliance due to following up signed contracts and deposit invoices before commencement of projects.
As this is work from home, you need your own computer and internet to support calls and video call/meetings.
Requirements
● Great English verbal and written communication skills
● With Construction industry experience or background
● Strong administration skills
● Reliability, self-motivation, and a team-oriented mindset
● Strong problem-solving skills with attention to detail
● Dependability with excellent time management skills
What software are they likely to be using in this role?
Buildxact (required experience)
Xero
Canva
Automation King
Facebook
What Skills / talents / abilities / qualifications are requirements for hiring?
Organizational skills
CRM experience
Problem solver
Consistency
Positive attitude
Communication
What Skills / talents / abilities / qualifications are helpful / nice to have for hiring?
Xero/Bookkeeping
Job Tracking experience
Spreadsheets
Benefits
Permanent work from home
Immediate hiring
Steady freelance job