Virtual Assistant for Renovation Operations (Estimator or Builder Background Preferred)

HOW TO APPLY (PLEASE READ CAREFULLY!!!)
Please submit the following:

• A 2–3 minute Loom video introducing yourself and explaining why you would be a strong fit for the role.
• Attach a copy of your most recent and updated CV.

Applications without a Loom video and updated CV will not be considered. Please speak naturally in your video rather than reading from a prepared script.

Summary
We’re looking for a sharp, proactive and highly organised Renovation Operations Virtual Assistant to support the renovation lead of a fast-moving property investment and renovation business based in regional Australia. Candidates with a background as an estimator, builder, quantity surveyor or site supervisor are strongly preferred.

Our renovation lead currently oversees more than 20 active renovation projects. His workday moves fast and is often shaped by what’s happening on site: trade availability, materials, property access, urgent repairs, payments, compliance requirements and changing project priorities.

Your role is to bring structure and follow-through to this workload. You’ll turn calls, voice messages, email s, photos, videos and brief instructions into clearly organised tasks, then make sure those tasks keep moving until they’re done.

This is not a traditional inbox-and-calendar Executive Assistant role. It’s a hands-on coordination and operations position for someone who can work quickly, use practical judgement, follow up confidently and take ownership without needing constant supervision.

What you’ll be doing

• Managing renovation tasks, deadlines, notes and follow-ups in ClickUp
• Turning email s, calls, voice messages, photos and site updates into clear action items
• Monitoring projects and identifying urgent tasks, blockers and missing information
• Preparing and updating scopes of work and trade job briefs
• Preparing preliminary costings, quantities and estimates for renovation work
• Following up with trades, contractors, suppliers and other parties
• Sourcing trades in regional Australian areas
• Maintaining contractor details, quotes, waivers, access information and property records
• Researching Australian rental, safety and property-compliance requirements
• Preparing concise project updates covering progress, blockers and next steps
• Creating practical checklists, templates and SOPs
• Communicating delays early and giving clear completion estimates

Who we’re looking for
You may be a strong fit if you:

• Have a background as an estimator, builder, quantity surveyor or site supervisor (preferred), or experience in construction, renovation, property maintenance, project coordination or operations support
• Can read plans, scopes and inspection reports, and tell cosmetic work apart from work that needs a licensed trade
• Can produce realistic renovation cost estimates, not new-build figures
• Work quickly without sacrificing accuracy
• Can organise incomplete or fast-moving information into clear next steps
• Take ownership and follow tasks through without repeated reminders
• Are confident following up with trades, contractors and suppliers
• Can manage multiple projects and competing priorities
• Communicate clearly in written and spoken English
• Give timely updates and raise blockers early
• Respond well to feedback and adapt quickly
• Are comfortable with ClickUp, Google Workspace, spreadsheets and online document-management tools
• Can accurately track your working time
• Have reliable internet, a suitable workspace and consistent availability

Highly regarded experience
Experience in any of the following would be an advantage:

• Residential construction or renovation
• Construction estimating or quantity surveying
• Architecture, interior design or civil engineering
• Sourcing and coordinating trades in Australia
• Australian building, rental or property-compliance requirements

Estimator and builder backgrounds will be prioritised. We’ll also consider fast learners with strong initiative, practical judgement and a genuine interest in renovation operations.