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General Assistant and Systems Champion

Job Description

The General Assistant and Systems Champion plays a dual operational role designed to keep business processes organized and daily operations running seamlessly for an Australian custom home builder. Operating with a 1/3rd to 2/3rds focus split, this role balances proactive process documentation with day-to-day administrative and project support.

As a Systems Champion (approx. 1/3rd of the week), the hire will learn and apply the SYSTEMology approach to extract business knowledge from team members through short interviews, recordings, and existing files. They will map workflows, draft clear SOPs, checklists, and templates, and integrate these procedures into daily tools to drive team adoption and keep instructions up to date.

As a General Assistant (approx. 2/3rds of the week), they will deliver fast-paced administrative, project, and operations support. Key responsibilities include monitoring shared inboxes and calendars, managing purchase orders, tracking pre-construction documents (permits, insurances, certificates), maintaining variation logs, coordinating quote requests with suppliers/subcontractors, and identifying opportunities for operational and AI-driven workflow improvements.

Job Title

  • General Assistant and Systems Champion

Work Schedule
  • Day Shift
Job Qualifications/Requirements
  • Core Experience:
    • 2+ years of solid experience in Operations Admin, Project Coordination, or General Administrative Support.
    • Background or familiarity with fast-paced operational workflows (experience supporting construction, trade, property, or supply chain industries is an advantage).
  • Process & Documentation Skills:
    • Proven ability or strong aptitude for process mapping, writing clear Standard Operating Procedures (SOPs), creating checklists, and building structured document libraries.
    • Familiarity with—or willingness to learn and apply—the SYSTEMology framework.
    • Experience interviewing team members, extracting knowledge, and translating complex processes into simple, plain-language instructions.
  • Administrative & Project Coordination Capabilities:
    • Proficiency in managing shared inboxes, calendars, meeting schedules, and document formatting (proposals, spreadsheets, cost registers).
    • Experience with task/project management software and job management platforms.
    • Ability to handle purchase order (PO) generation, supplier quote comparisons, permit tracking, and subcontractor coordination.
  • Key Competencies & Mindset:
    • Exceptional written and verbal English communication skills.
    • Highly organized with strong attention to detail and record-keeping accuracy.
    • Proactive, improvement-oriented mindset (openness to exploring and integrating practical AI tools where applicable).
Job Responsibilities
  • Systems Champion Responsibilities:
    ● Learn and apply the SYSTEMology approach for capturing our business’ knowledge, put it into writing, and make it available to the team.
    ● Map workflows across the customer journey and operations. Draft or update SOPs, checklists, templates, and quick reference guides.
    ● Extract knowledge from our team members using short interviews, recordings, screenshots, and existing documents.
    ● Document and review our processes, and identify opportunities to improve them to maximise accuracy, ease of use, and consistency.
    ● Link procedures inside the project management apps so everything is easy to find and follow at the moment of use.
    ● Encourage and guide team members to use the documented way of working. Collect feedback and turn it into updates and short training aids.
    ● Support onboarding by assembling role-based packs that bundle essential SOPs, checklists, and first-week tasks.
  • General Assistant Responsibilities:
    Note: Duties will vary week by week. The list below outlines typical areas of support and will evolve.
    Administrative and communication support:
    ● Monitor shared inboxes and calendars. Draft clear emails, schedule meetings, and keep records current in our software.
    ● Prepare and format documents and spreadsheets such as proposals, quote comparisons, purchase orders, and simple cost registers with consistent naming and filing.
    ● Take meeting notes, capture actions, follow up due items, and prepare weekly summaries for the owners and team.
    ● Keep files tidy and access controlled in the agreed storage platform.
  • Project and operations support for a custom home builder:
    ● Capture, update, and manage project information in our Job Management platform or our Task Management software.
    ● Assist with placing orders from approved quotes, create purchase orders, monitor confirmations and deliveries, and liaise with the team on when accounts are ready for payment.
    ● Collate and track permits, insurances, compliance certificates, and other preconstruction documents.
    ● Maintain selections, variations logs, and simple client-facing summaries. Draft client updates for review before sending.
    ● Coordinate quote requests and tenders. Maintain a register of quotes received, gaps, and next actions. Liaise with suppliers and subcontractors on availability windows and lead times, escalating risks early.
  • Quality and improvement:
    ● Handle information confidentially and follow documented procedures.
    ● Identify unclear or error-prone steps and propose improvements, including opportunities to use AI tools where appropriate.

To Apply, please create your profile at app.wrkpod.com for your application as this is part of the new application process, and click this link for the job details: here

All successful applicants will be stationed in our office at DUMAGUETE CITY, TANJAY CITY, OR ILOILO CITY.

Good luck and God Bless!