Job Description Virtual Assistant (Construction Industry)
Company: Virtual Teams & Solutions
Location: Sarabhai Campus, Near Genda Circle
Work Timing
- 4:00 am 6:30 am: Work from Home
- 6:30 am 7:30 am: Break
- 7:30 am 1:00 pm: Work from Office
(Aligned with Australian business hours)
About Virtual Teams & Solutions
Virtual Teams & Solutions is a specialised staffing and outsourcing partner supporting clients across Australia in industries such as construction, real estate, recruitment, bookkeeping, and professional services.
We provide trained Virtual Assistants who operate from our India-based office while working in alignment with Australian work standards, communication styles, and time zones. Our focus is on reliability, professionalism, and long-term client support.
Website: www.virtualteamsandsolutions.com
About the Role
We are seeking a Virtual Assistant Construction Support to assist an Australian client operating in the commercial construction/services sector.
The ideal candidate will be organised, proactive, and confident in communication, with a basic understanding of how the Australian building industry operates, including working with builders, contractors, and project stakeholders.
This role involves client coordination, quotations, CRM management, staff tracking, basic accounts support, and social media handling.
Key Responsibilities
1. Client Communication & Calling
- Make outbound calls for:
- Client follow-ups
- Quotation follow-ups
- Coordination with contractors and staff
- Conduct cold calling for new business opportunities
- Maintain professional Australian business communication standards
2. Email Management
- Manage daily email communication
- Respond to basic client queries
- Follow up on:
- Quotations
- Job confirmations
- Site visits and schedules
- Escalate urgent or important matters to management
3. Quotations & Follow-ups
- Prepare and send quotations to:
- Builders
- Project Managers
- Principals / Decision-makers
- Track quotation status and approvals
- Maintain a quotation follow-up tracker
4. CRM Management
- Maintain and update the CRM system (training provided)
- Manage leads and inquiries
- Update client details, notes, and job status
- Ensure no leads or follow-ups are missed
5. Staff & Contractor Coordination
- Manage staff communication via WhatsApp groups
- Post updates 23 times daily:
- Job instructions
- Allocations
- Reminders
- Act as a coordination point between management and field staff
6. Staff Tracking & Rostering
- Manage staff attendance and hours using workforce tools (e.g, Deputy)
- Track:
- Location
- Time logs
- Rosters
- Identify discrepancies and report to management
7. Accounts Support
- Assist with basic account reconciliation
- Match invoices with payments and approved jobs
- Maintain organised records for management review
- (Support-level role only)
8. Social Media Management
- Post content on company social media platforms
- Upload job photos, before & after images, and updates
- Ensure consistency and basic captions suitable for the Australian market
Skills & Qualifications
Essential
- Excellent written and verbal English communication
- Strong follow-up and coordination skills
- Ability to work early Australian time zone shifts
- Good organisational skills and attention to detail
- Comfortable with calling, emailing, and CRM systems
Preferred / Added Advantage
- Basic understanding of the construction/building industry
- Experience working with Australian or international clients
- Familiarity with CRM, workforce tracking, or accounting software
What We Offer
- Opportunity to work with Australian construction-related businesses
- Structured training on systems and processes
- Professional office environment
- Long-term growth opportunities within Virtual Teams & Solutions
