Role Overview

You'll be the operational glue between accepted projects and happy clients—sending polished client updates, preparing simple contracts for signature, keeping Xero projects tidy and reconciled, and turning site footage into short-form content for Facebook, Instagram, and TikTok. All client interaction is email-only (no calls). You'll work closely with the co-owner/admin and the project manager.

Key Responsibilities

Client Communications (email-only)

Send project kick-off emails (start dates, next steps) once quotes are accepted
Issue deposit and progress invoices; send payment receipts
Share updates on delays (e.g., weather) and end-of-project thank-you emails
Request and follow up for Google Reviews

Light Project Coordination / Admin

Forward calendared schedules and milestones to clients (info provided to you)
Maintain neat client email threads and status notes (Google Workspace)

Contracts Admin

For projects over AUD $20,000, complete pre-drafted client contracts: fill client details, send for signature, follow up, and file

Xero (Projects & Reconciliation)

Create new projects in Xero (draft, client selection, amount, naming)
Generate and send deposit invoices
Weekly bank reconciliation; send receipts to clients who paid that week

Social Media (Short-Form & Templates)

Edit short videos/reels (site walkthroughs, before/after, team clips) for FB/IG/TikTok
Use Canva templates for review posts; swap images/text
Prepare 3–4 posts per week (mix of Reels + static eductaional post for cleints ); draft captions for post and

Tools You'll Use

Xero (Projects, invoicing, weekly reconciliation)
Google Workspace (Gmail, Calendar, Drive, Docs/Sheets)
Canva (Subscription provided)
Capcute (Subscription provided)

Qualifications

Excellent written English (polished, warm, and clear client emails)
Xero experience preferred (projects, invoicing, reconciling); willing to learn if capable
Basic video editing for Reels/TikTok (cuts, captions, pacing, aspect ratios)
Canva proficiency (templates, light graphic tweaks)
Detail-oriented and organized; dependable with follow-ups and filing
Comfortable with simple contract workflows and document handling
Nice to have: familiarity with construction/renovation terminology.

Audit Trainee / Intern

Accountant

Virtual Assistant / Project Coordinator (Construction)