Work Schedule: This role is expected to align with the AU business hours (approx. 8 AM - 5 PM AEST, Monday to Friday)
About the company
Who We Are: At Hunt St, we help Australian companies hire top remote talent in the Philippines. For this role, you will be engaged directly by the client as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote so you’ll be able to work from home.
Who The Client Is: The client is a boutique Sydney-based construction firm specialising in architect-led, high-end residential projects along with select commercial work. Their projects are known for exceptional craftsmanship, precise detailing, and a deliberate quality-first approach that consistently delivers award-calibre outcomes.
Role Overview:
This role provides comprehensive administrative and operational support to the Director and Office Manager within a fast-paced small business environment. The position is structured to prioritise high-impact executive support (approximately 60% of time) while also ensuring the smooth day-to-day functioning of office operations (approximately 40% of time). The successful candidate will act as a central coordination point across communication, systems, and processes, helping improve efficiency, maintain organisation, and support business growth.
Key Responsibilities:
Who They’ll Support
The VA will split their time between two people:
Director — needs to free up 20+ hours per fortnight currently lost to email, admin, CRM, and meeting follow-ups so he can focus on business development and winning work.
Office Manager — needs repetitive data, admin, and compliance tasks taken off her plate so she can focus on contract administration during busy project periods.green
Supporting the Director (~60% of time):
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Email inbox management — triage, categorise, flag priorities, draft routine replies using templates
Payroll administration — chase missing timesheets from site staff via email/Teams, reconcile timesheet data, liaise with external bookkeeper for pay run processing
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Training and compliance reminders — track expiry dates for tickets/licences, book refresher courses, send reminders to staff
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Data entry, filing, and digital archiving
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Stationery and office supplies — research options, prepare orders for approval
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General administrative support — timesheets, site-related document requests, ad hoc tasks as directed
Required Skills and Qualifications:
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Experience: 2+ years in a Virtual Assistant, Executive Assistant, or administrative support role — preferably supporting a small business owner or director (not a large corporate team)
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Communication: Excellent written and spoken English. This person will be drafting emails to clients, subcontractors, and suppliers on behalf of the Director — they need to sound natural, professional, and confident. No scripts.
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Timezone: Must be available and working during AEST business hours (8:00 AM – 5:00 PM Mon–Fri). This is non-negotiable — we need real-time responsiveness, not async.
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Initiative: We want someone who identifies problems and suggests solutions, not someone who waits to be told what to do. Proactivity is critical.
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Attention to detail: Construction admin involves contracts, compliance documents, and financial data. Errors have real consequences.
Software Proficiency
Must have working experience with:
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Microsoft 365 (Outlook, Excel, Word, Teams, SharePoint) — this is our core platform