Administrative Virtual Assistant / Process Documenter | WFH | Dayshift | NZ

Job Summary: We are seeking reliable, proactive, and detail-oriented Virtual Assistants / Business Process Analysts to support growing New Zealand–based trades and construction businesses, including landscaping, general construction, and building. This role is ideal for someone who excels in creating efficient systems, documenting workflows, and improving day-to-day operations. You will be responsible for developing SOPs, analysing and improving business processes, and providing general administrative support to help the business run smoothly and efficiently. This position also involves a variety of general administrative and virtual assistant tasks, including coordinating

schedule

s, managing documents, handling communications, data entry, reporting, and providing day-to-day operational support as required. Roles & Responsibilities: Must have experience with: Develop, create, maintain, and continuously improve SOPs, procedure manuals, and internal documentation

• Analyse current workflows and build efficient systems and processes to improve business operations
• Process mapping, identifying automation opportunities, and recommending workflow improvements
• Back-costing completed projects, ensuring labour, materials, and variations are accurately recorded
• Preparing draft invoices for management approval, including meaningful descriptions and supporting documentation
• Calling and following up with workers to gather missing job information
• Tracking job progress and outstanding work to ensure nothing slips through the cracks
• Quality-checking completed jobs before they reach the invoicing approval stage
• Photo management: organising job photos with clear labelling for invoicing, marketing, and quoting
• General administrative support, including data entry, CRM management, and records filing
• Report preparation, dashboards, and supporting operational meetings
• Email and calendar management, including client/supplier correspondence
• Project coordination and administrative support across trades and construction jobs
• Proactive communication during NZ business hours, including timely acknowledgements and updates
• A PLUS if you have experience with: (Preferred but not required)ASANA, Fergus, or similar project management / CRM tools
• Supporting trades, construction, or building businesses
• Appointment scheduling and calendar management across time zones
• Database experience or familiarity with CRM systems
• Social media management
• Experience working with Australian / New Zealand employers
• Skills and Qualifications: Highly tech-savvy
• Quick to learn new systems, apps, and tools
• Confident in testing and using different software platforms
• Strong problem-solving skills
• Excellent written and verbal communication
• Strong workload prioritisation skills
• Highly organised and efficient
• Adaptable to change
• Able to work independently and in a team
• High attention to detail
• Strong analytical skills
• Good reporting and research skills
• Accurate data entry skills
• Able to meet deadlines
• Proficient in Microsoft Office, especially Excel
• Experience with CRM, project management, or automation tools is an advantage

Team Work

From time to time you may be asked to review and check less qualified and experienced team member’s work. You will be required to work in a team and be willing and able to delegate work when asked to by your Manager

System Requirements: Desktop/Laptop with at least I5 processor; Windows 10 OS; With at least 8GB Ram; At least 50 MBPS Internet Speed; Working headset and camera