General Admin for tradie- Servicem8, Simpro, Tradify etc

We're a busy Australian trades and construction business, and we're growing. We've got strong work volume, a solid team on the tools, and a business owner who needs to get out of the weeds of day-to-day admin so we can focus on what we do best.

We're looking for an experienced Virtual Assistant who understands the trades and construction industry and can plug straight into our operations — not someone who needs six months of hand-holding to understand how a job management platform works.

About the Role

This is a hands-on, operational VA role supporting the day-to-day running of a trades and construction business. You'll take ownership of job management, customer communication, scheduling, quoting, invoicing, and general administration while working closely with the business owner and on-the-ground team.

If you've previously supported an Australian construction or trades business and you're confident using Tradify, ServiceM8, or simPRO, we want to hear from you.

What You'll Be Doing
Job and schedule management — creating and updating jobs, scheduling technicians and trades, and managing workflows in ServiceM8
Customer communication — responding to enquiries via phone, email , and SMS; booking and confirming appointments; and following up on outstanding jobs
Quoting and invoicing — drafting quotes, converting approved quotes to jobs, generating and sending invoices, and following up on outstanding payments
Data entry and administration — maintaining accurate job records, updating client information, and filing documentation
Supplier and subcontractor coordination — managing purchase orders and following up on materials, subcontractors, and timeframes as directed
Reporting support — pulling job reports and tracking completion rates, outstanding quotes, and revenue summaries

Email and inbox management — triaging, responding to, and flagging priority items
General operations support — adapting to the business owner's needs and taking on additional responsibilities as the role grows

What We're Looking For

Non-Negotiable
Hands-on experience with Tradify, ServiceM8, and/or simPRO — you need to be operational from day one
Previous experience supporting an Australian construction or trades business — construction industry experience is strongly required
Strong written and verbal English — you'll be communicating directly with customers, suppliers, subcontractors, and team members
Understanding of trades/construction workflows, including jobs, scheduling, quoting, invoicing, suppliers, and subcontractors
Reliable, fast internet connection and a professional home office setup
Available to work Australian business hours (AEST)

Highly Regarded
Experience with the Jack App
Experience with Xero or similar accounting platforms
Familiarity with Google Workspace, Microsoft 365, Trello, or Asana
Previous VA or administration experience with an electrical, plumbing, HVAC, building, or construction business
Exposure to scheduling, dispatching, or coordinating field teams
Experience managing supplier and subcontractor communications
Experience handling construction documentation and job records

Who You Are
Proactive — you see what needs doing and move without waiting to be told
Detail-oriented — a missed job, incorrect quote, or incorrect invoice has real consequences in this industry
Calm under pressure — a busy workday doesn't throw you off
A clear communicator — you don't go quiet when things get complicated
Accountable — you take ownership and follow through without being chased
Independent — you're comfortable working with minimal supervision
Adaptable — you can learn how the business operates and adjust to the owner's pace and working style
Trades-savvy — you understand that construction and trades businesses move quickly and that accurate admin directly impacts the field team and customers

How to Apply

IMPORTANT: To be eligible for review, you must complete the application form below and submit your video. This makes it easier for us to shortlist candidates in one place.

Application Form: ----------