Builder's VA

Builder’s Executive Assistant & Project Coordinator – Construction

Full-Time | Remote | Sydney, Australia Hours
Salary: Competitive – based on experience

MUST-HAVE REQUIREMENTS

To be considered for this role, you must have:

A qualification in Engineering, Architecture, Construction Estimating, Quantity Surveying or a closely related construction field
Previous experience working within the Australian residential building industry
A good understanding of Australian residential construction, plans, estimating, project administration and building processes
Excellent written and spoken English

Please only apply if you meet these requirements.

About Us

We’re Acme Built, a premium residential building company based in Sydney, Australia.

We specialise in high-end renovations, extensions and custom homes. We care about delivering a great result for our clients, with strong communication, organisation and attention to detail throughout the build.

We’re looking for a long-term team member who can become the Director’s right-hand person and play an important role in both our projects and business operations.

This isn’t just an admin position.

Your construction knowledge will be important. You’ll help with project administration, estimating, purchasing, job costing, systems and day-to-day coordination.

About the Role

You’ll work directly with the Director to keep projects organised, clients informed and the business running efficiently.

Your goal is to take ownership of administration and project coordination so the Director can spend more time managing projects, growing the business and looking after clients.

Every day will be different. We want someone who can see what needs to be done, take ownership and follow tasks through to completion.

Your Responsibilities-

Executive Assistant:
Manage the Director’s inbox and calendar
Draft professional email s and correspondence
Follow up outstanding actions
Organise meetings and appointments
Take meeting minutes and maintain action lists
Assist with travel and personal assistant tasks when required

Project Administration:
Maintain Buildertrend across all active projects
Prepare weekly client updates
Maintain project documentation and digital filing
Coordinate inspections and project milestones
Prepare variations and client approvals
Track selections and outstanding decisions
Assist with project handover documentation
Review construction plans and project information
Estimating & Pre-Construction Support
Assist with residential construction estimates
Review architectural and engineering plans
Prepare and send trade and supplier quote requests
Compare quotations and scopes
Assist with take-offs and pricing
Maintain our historical pricing database
Assist with tender preparation
Help track estimated costs against actual project costs
Support purchasing and procurement
Financial Administration
Enter supplier invoices
Match invoices against purchase orders
Assist with job costing
Track project budgets
Monitor estimated versus actual costs
Assist with financial reporting through Xero
Identify missing invoices, purchase orders or cost information

Client Communication:
Respond to client enquiries
Schedule client meetings
Track client selections and approvals
Maintain HubSpot CRM records
Coordinate welcome packs, handovers and client gifts
Follow up outstanding client information

Supplier & Trade Coordination:
Request supplier and subcontractor quotations
Follow up outstanding quotes
Issue purchase orders and work orders
Maintain supplier and subcontractor databases
Track licences, insurance and compliance documentation
Assist with trade scheduling and project coordination

Systems & Business Operations:
Improve business systems and workflows
Create SOPs, checklists and templates
Maintain document libraries
Improve the way we use Buildertrend and our other software
Assist with reporting and dashboards
Identify repetitive tasks that can be improved or automated
Help implement new systems rather than simply documenting them

Software You’ll Use:
Buildertrend
Buildxact
HubSpot
Microsoft 365
Google Workspace
Xero
DocuSign
HazardCo
WhatsApp
AI tools

You don’t need experience with every platform. We can teach you our systems.

Your construction knowledge, attitude and ability to learn are more important.

We’re Looking For Someone Who
Has strong knowledge of Australian residential construction
Can confidently read architectural and engineering plans
Understands construction terminology and building processes
Has excellent written and spoken English
Is highly organised and detail-focused
Takes ownership without needing constant direction
Enjoys creating systems and improving processes
Is proactive and follows through
Can confidently communicate with clients, suppliers and trades
Can manage multiple projects and priorities
Works independently while remaining accountable
Is comfortable learning new technology and AI tools
Wants a long-term career with one company
Highly Regarded Experience

We’d especially like to hear from candidates with experience in:

Australian residential estimating
Quantity take-offs
Buildertrend
Buildxact
Construction project administration
Procurement and purchasing
Job costing
Residential renovations and extensions
Working directly with an Australian builder or construction company
What Success Looks Like

Within your first few months, you will:

Keep the Director’s inbox and action list organised
Keep Buildertrend up to date across our projects
Send weekly client updates on time
Follow up suppliers and trades without being asked
Assist with estimating and pre-construction
Keep project costs and documentation organised
Improve systems and processes
Identify issues before they become problems
Reduce the Director’s administration workload
Become someone the Director can rely on to keep things moving
Why Join Acme Built?

We genuinely care about our people and our clients.

You’ll work directly with the business owner and have real responsibility from day one. You won’t simply complete admin tasks — you’ll have the opportunity to understand the business, improve how we operate and become an important part of the team.

As we grow, we see this role developing further into estimating, pre-construction, project coordination and business operations, with genuine opportunities for greater responsibility and leadership.

We’re looking for someone who wants to stay with us for years, grow with the company and make the role their own.

How to Apply

Please send us:

Your resume
Details of your Engineering, Architecture, Estimating, Quantity Surveying or relevant construction qualification
A short 2–3 minute video introducing yourself
An explanation of your experience within the Australian residential building industry
Examples of the types of residential projects you have worked on
Details of any estimating, take-off, purchasing or project administration experience
The construction software you have used
Your expected monthly salary in AUD
Your internet speed
Your computer specifications

Important: This position requires previous Australian residential construction experience and a relevant construction qualification.

We look forward to meeting you.