Virtual Operations Manager | Project Administration & Systems

Are you a proactive, highly organised person with a passion for bringing order and efficiency to a busy business? Build Prestige Homes is a growing design and construct builder of premium custom homes based in Brisbane, Australia, and we are looking for someone like you to be our operational backbone as our Virtual Operations Manager.

This is not about ticking boxes. Our systems and procedures are not yet fully documented. Your role is to develop, improve and then turn the necessary procedures into daily practice, take ownership of our processes and free the directors to focus on clients, growth and strategy. If you thrive on making a tangible difference, keeping jobs running smoothly and helping a
business reach its full potential, we want to hear from you.

You will work closely with the directors, our estimator and our designer in a fast-paced, professional environment, with the opportunity to grow alongside the business. This is a full-time independent contractor engagement of 40 hours per week, Monday to Friday, with flexible hours worked between 8:00am and 7:00pm Brisbane time (Australian Eastern Standard Time).

We offer flexible working times, Philippine public holidays off with regular holidays paid, your birthday off as a paid holiday, training and support for your growth and development, the ability to grow with the team and working from home.

Position Requirements

• At least 3 years of experience in an administration, operations or project coordination role, ideally in residential building, construction or trades
• Excellent written and verbal English communication skills, with the ability to draft professional correspondence
• Proficient with project management software (experience with Wunderbuild is highly regarded)
• Experience with Xero or similar accounting software for cost tracking and reconciliation
• Proficient in Microsoft Office including Excel and Word
• Experience building and maintaining workflows and standard operating procedures in Notion or a similar platform
• Experience with creating Looms
• Comfortable with digital tools, including AI tools, and quick to learn new software
• High level of organisation and attention to detail, particularly with documentation, compliance and financial data
• Strong problem-solving ability and initiative
• Strong sense of ownership and accountability, with the drive to implement solutions and not only identify problems
• Ability to manage multiple tasks and priorities and work independently with minimal supervision
• Positive attitude and adaptable to change
• Good practical judgement and common sense
• Reliable computer, stable internet connection and a suitable work environment

Key Responsibilities
Systems & Process Ownership

• Develop and improve our standard operating procedures and operational standards, then make sure they are followed in daily practice
• Build and maintain a central online hub for workflows and procedures (Notion or similar) that works as a searchable knowledge base
• Document administrative workflows and decision-making processes and create standard operating procedures for recurring tasks
• Record and organise Loom videos for internal training, processes and procedures
• Maintain checklists for recurring operational tasks so they are completed consistently on every job
• Identify inefficiencies and implement improvements, including automation where it reduces manual work

Job Management in Wunderbuild

• Monitor job progress daily and ensure every stage is updated with photos and actions
• Keep job schedules current, with tasks assigned and supporting documents attached
• Maintain and categorise contacts, with preferred suppliers and subcontractors flagged
• Keep estimate information accurate and up to date in support of the estimator
• Complete weekly client site diaries for every active job
• Create and maintain Wunderbuild templates

Quotes & Variations

• Issue Requests for Quote to subcontractors and suppliers and track responses, keeping communication professional and respectful of our trade relationships
• Prepare variations from start to finish: gather pricing, enter the variation in Wunderbuild ready for director approval and update the job budget once the client has accepted

Financial Administration

• Upload, allocate, track and reconcile supplier invoices and receipts against each job in Xero and Wunderbuild, with back costing updated daily
• Follow up missing invoices and receipts
• Track job profitability and budget adherence and report the financial position of each job to the directors
• Complete and document the monthly financial compliance checklist

Work Health & Safety Documentation

• Own the work health and safety documentation for every job and every person on site
• Collect, check and file the required safety documents and evidence, with polite follow-up of anything outstanding

Communication & Coordination

• Manage and triage the main business inbox daily: draft replies, respond to routine enquiries and escalate critical items to the directors
• Coordinate communication with clients, subcontractors and suppliers as required
• Support the flow of information between the designer and the estimator

Key Performance Indicators

• Systems & Procedures: central hub in daily use and every recurring task documented
• Wunderbuild: every active job updated daily and weekly client site diaries completed on time
• Financial Control: back costing up to date daily and job profitability reported weekly
• Quotes & Variations: issued and prepared within agreed timeframes
• Work Health & Safety: documentation complete and current for every active job
• Communication: main inbox triaged daily and critical items escalated the same day

Meetings & Reporting
Attend a daily 15 minute meeting with the director or general manager to get the decisions needed to progress work
Run the weekly operations meeting, including the agenda, minutes and follow-up of agreed actions
Keep the weekly KPI scorecard up to date and report on job status, budget position and anything off track

Preferred Experience

• Experience in residential construction or the building industry
• Hands-on experience with Wunderbuild and Xero
• Experience setting up Notion or a similar knowledge base
• Familiarity with Association of Professional Builders (APB) or The Profitable Builder (TPB) systems

Application Requirements
To show you have read this advert in full, start your application with the phrase “Pizza is perfection”. Applications without it will not be considered.

Please also submit a short video outlining:

• Why you are interested in the position
• How your experience aligns with the position requirements and key responsibilities
• A system or procedure you built from scratch and the result
• Your desired income
• Areas where you may require further training