Job Description
The role is a combination of providing general administrative assistance to the team while also serving as the Systems Champion, responsible for building, documenting, and improving business processes. This position supports the smooth flow of daily operations, ensures information is captured and managed effectively, and contributes to creating clear, practical systems that help the team work efficiently.
Job Title
-
General Assistant & Systems Champion
Work Schedule
- Day Shift
Job Qualifications/Requirements
- Excellent fluency in written and spoken English, with extra consideration given to those who have worked with Australians and Builders/Tradespeople before.
- A passionate and high level of attention to detail regarding tasks, written work, and communication.
- Comfortable and confident with coworkers, and enthusiastic about speaking up when they have ideas and input.
- An interest and past experience creating processes, checklists, and templates for use by themselves and others.
- Experienced at using and managing work tasks on platforms ClickUp, Asana, or Notion.
- Tech-savvy and eager to use a wide variety of software, as well as undertake selfdriven learning to uncover new relevant apps and AI that we can apply to our business.
- Knowledge of basic spreadsheet use.
- Highly organised, with a love of having a plan and a process to use, to help manage competing priorities, and meet deadlines without close supervision.
- Has a service mindset and initiative, by noticing what is needed, follows through, and ensures they keep people informed.
Job Responsibilities
- General Admin:
● Support our existing team by capturing, updating and managing information in our job software, Buildertrend.
● Assist in placing orders, monitoring received goods and services, and liaising with our team on when accounts are ready for payment.
● Assist in managing communications within the business via email, Microsoft Teams and other platforms, ensuring our team has the right information at the right time.
● Prepare, format and update documents and spreadsheets including things like proposals, quote comparisons, purchase orders, and cost records.
● Take meeting notes, capture actions, follow up due items, and prepare summaries for the team. - Systems Champion:
● Build and maintain a clear, searchable library of processes, checklists, and training for our team members.
● Capture critical workflows from interviews, recordings, and existing materials, then build them into concise, plain language instructions.
● Help build systems culture by supporting team members on where to find, how to use, and suggest improvements to our workflows.
● Assist in identifying gaps in our processes, and looking for pathways to improve them, as well as supporting our implementation of AI where opportunities arise.
Good luck and God Bless!