We are seeking a highly organized, process-driven Remote Executive & Administrative Officer to provide dedicated support to our Director & Operations. This is a critical, high-trust role within our high-end residential building company, specializing in complex renovations and extensions, requiring a keen eye for compliance and administative detail.

Core Work Hours: 9:00 AM – 5:00 PM (38 hours/week) Work Location: Fully Remote

Core Responsibilities & Focus Areas

Executive Support & Communication Management

Multi-Inbox Management: Strategically manage the Executive's primary and two secondary inboxes. This includes triaging, prioritizing, and categorizing all incoming emails daily.

Response & Delegation: Respond to routine requests and correspondence on the Executive's behalf.

Task Management: Identify action items from emails, create and maintain the Executive’s task lists and ensure timely follow-up.

Calendar & Day Management: Oversee the Executive’s dynamic schedule, ensuring optimal meeting flow, anticipating conflicts, and providing full day-to-day organizational support.

Phone Handling: Divert the Executive's phone and professionally manage all incoming enquiries, taking detailed notes and passing on critical information.

Financial Data Processing (Pre-Accounting)

Invoice Management: Take full ownership of collecting and processing all supplier and subcontractor invoices.

Hubdoc Processing: Accurately input and categorize all invoice data through Hubdoc, ensuring the automation processes are functioning correctly.

Data Integrity: Ensure the correct data is captured and entered, guaranteeing the integrity and readiness of all financial documents prior to their transfer to Xero for the CFO.

Financial Scope Note: This role is focused strictly on invoice data processing and input; it does not involve managing company accounts, payroll, or Xero management.

Trade Administration & Compliance

Document Control: Actively track and manage all mandatory job compliance forms (e.g., permits, warranties, etc.) to ensure they are accurately completed and filed.

Trade Subsidies & Insurance: Handle the documentation and tracking for specific trade-related administration, including apprentice subsidies, insurances, and worker/subcontractor compliance requirements.

Ad Hoc Administration: Handle various administrative duties such as coordinating client or team gifts, travel arrangements, and other general tasks typical of an efficient trade office.

System Organization & Process Improvement

Expert Google Drive Management: Implement and maintain a rigorous organizational structure within Google Drive. Ensure all critical project files, specifications, and client documents, especially up-to-date plans and drawings, are accessible, version-controlled, and correctly filed. Systematically archive old documents.

Process Improvement: Drive efficiency by suggesting and implementing improvements to administrative, financial, and digital workflows.

Qualifications & Skills

Proven experience as an Executive Assistant or Administrator.

Experience with cloud-based document processing tools (e.g., Hubdoc)

High proficiency with Google Workspace (Gmail, Calendar, Drive, Sheets, Docs etc) is essential.

Experience working in a trade, construction, or property environment is a significant advantage.

Experience with ClickUp or similar project management tools is a strong plus.

Exceptional attention to detail and a methodical approach to financial data entry and compliance.

Must be a self-starter who can manage high-volume data and communication while working remotely.