Project Delivery VA

About the Company:

We are a growing Australian fencing and civil construction business delivering fast-paced installation projects across residential and commercial environments. The business operates with a team of installers supported by estimating, project management, and operational functions. As the company continues to grow, the business is developing a more structured project delivery model where Project Managers can focus on higher-level decisions while dedicated Virtual Assistants provide the operational coordination and administrative support required to keep projects moving.

Role Overview:

We're looking for a highly organized, proactive, and operationally minded Project Delivery VA to become the operational backbone of project delivery.

This is not a traditional administrative VA position. The successful candidate will work closely with the Project Manager to coordinate projects, manage communication, monitor schedules, prepare documentation, coordinate materials, support installers, and ensure that every project continues moving forward.

The ideal candidate will eventually become an extension of the Project Manager—someone who understands the projects, knows the schedule, anticipates what needs to happen next, and can take action without requiring constant direction.

We're looking for someone who can turn words into actions.

Role Scope:

This is a key operational support role responsible for keeping projects, installers, documentation, materials, schedules, communications, and administrative requirements moving.

The VA will initially support the Project Manager with administrative and project coordination duties and will progressively take ownership of more responsibilities as they develop their understanding of the business.

The long-term goal is for the VA to become the "eyes and brains" behind project delivery, allowing the Project Manager to focus on higher-level project decisions while the VA manages the operational detail in the background.

Key Responsibilities:

Project Coordination

• Coordinate projects from approved quote/purchase order through to completion.
  
• Read and understand quotes, scopes of work, budgets, material lists, and project requirements.
  
• Review project information before work is scheduled.
  
• Prepare clear and practical job briefs for installers.
  
• Coordinate project requirements with installers and team leaders.
  
• Monitor project progress and follow up outstanding actions.
  
• Maintain visibility across active, upcoming, and completed projects.
  
• Identify potential delays, missing information, or operational issues before they become problems.
  
• Ensure projects are properly completed before moving on to the next job.
  

Scheduling & Job Management

• Manage and maintain the company's job management system.
  
• Schedule installers and upcoming projects.
  
• Maintain an accurate overview of the project calendar.
  
• Monitor what is happening today, tomorrow, and in the coming weeks.
  
• Identify scheduling conflicts and potential resource issues.
  
• Keep job statuses, notes, and project information updated.
  
• Provide the Project Manager with proactive reminders and warning signs regarding upcoming work.
  
• Become highly proficient in the company's job management and scheduling systems.
  

Installer Coordination

• Coordinate approximately 28 installers and/or installation teams.
  
• Provide installers with accurate job information and instructions.
  
• Follow up installers regarding upcoming and active projects.
  
• Keep installers on track with scheduled work.
  
• Coordinate changes, delays, and last-minute requirements.
  
• Monitor whether installers have completed required documentation.
  
• Provide appropriate direction to installers when required.
  
• Help coordinate replacement or reassignment of installers when operational issues arise.
  

Client Communication & Inbox Management

• Triage and prioritize the Project Manager's inbox.
  
• Organize and manage emails with the goal of maintaining a zero-inbox or near-zero-inbox environment each day.
  
• Draft professional client responses.
  
• Progressively take ownership of sending client responses once the company's communication style and processes are understood.
  
• Follow up clients for information, approvals, access requirements, and other outstanding matters.
  
• Identify urgent matters that require immediate attention.
  
• Ensure important communications do not get missed.
  

Job Briefs & Project Preparation

• Read and understand the approved quote before preparing a job.
  
• Review project requirements and site-specific information.
  
• Use project notes, photos, videos, and other available information to understand the job.
  
• Prepare job briefs that provide installers with the information they need to complete the work.
  
• Ensure required information is prepared ahead of time.
  
• Identify missing information before the installer attends the site.
  
• Think ahead about what the installer will need to successfully complete the job.
  

Materials & Supplier Coordination

• Identify materials required for upcoming projects.
  
• Coordinate material orders with suppliers.
  
• Prepare and send purchase orders where required.
  
• Follow up supplier orders and deliveries.
  
• Monitor material availability against project schedules.
  
• Coordinate urgent material requirements from installers.
  
• Arrange material collection or delivery where required.
  
• Coordinate with installers to collect materials and deliver them to the appropriate site or location.
  

Safety, Compliance & Documentation

• Prepare required project documentation ahead of scheduled works.
  
• Assist with documentation such as JHA, SWMS, and other safety requirements, where applicable.
  
• Follow up installers to ensure required documentation is completed and signed.
  
• Monitor outstanding compliance requirements.
  
• Ensure documents are available before work commences.
  
• Maintain accurate project records.
  
• Proactively identify documentation requirements rather than waiting until the last minute.
  

Invoicing

• Prepare and send invoices following the company's established processes.
  
• Review completed work and project information before invoicing.
  
• Ensure invoices accurately reflect completed installations.
  
• Follow up outstanding invoicing requirements.
  
• Update job records accordingly.
  

Operational Support

• Provide ongoing administrative and operational support to the Project Manager.
  
• Act as the central coordination point between the Project Manager, installers, suppliers, and clients.
  
• Monitor operational issues and take appropriate action.
  
• Escalate matters requiring the Project Manager's decision.
  
• Where appropriate, independently resolve routine operational issues.
  
• Maintain awareness of the entire project pipeline rather than focusing only on individual tasks.
  

Requirements