Virtual Personal Assitant  

To provide administrative support to our team while working remotely. As a Virtual Personal Assistant, you will perform various administrative tasks, including answering emails, scheduling meetings and making travel arrangements.

GENERAL TASKS:

• Manage/support Email inbox (see heading below)
• Project tasks (see heading below)
• Correspond on behalf of in pre-defined scenarios
• Manage calendar (includes setting reminders etc)
• Data Management/Filing
• Document preparation (forms for signing etc)
• Research (see heading below)
• Draft tasks in Asana

EMAIL TASKS:

• Appropriately tag(label) emails (ready for archive)
• Setup new label/filter rules
• Draft email responses
• Develop standardised responses (Canned responses function)
• Correspond on behalf of in pre-defined appropriate scenarios
• Manage Contact lists

PROJECT TASKS:

• Job setup AO
  • Obtaining client details
• Fee proposal Phase:
  • Prepare pre-quote scope for approval
  • Obtaining quotes
  • Follow up and enter into spreadsheet
  • Develop master “database” doc for quick reference into proposal
  • (ie Standard clauses for regular use (spreadsheet?), standard “Relevant Experience” photo, images & copy for regular use)
• Site Info/Research:
  • Arrange DBYD
  • Nearmap images
• Planning Phase:
  • Research relevant Planning Schemes and policies
  • Estate developer requirements
  • Basic checking (ie Alita logo, North Pt, Boundary sizes,)
• Construction Drawings Phase:
  • Research products
  • Prepare draft finished schedules
  • Monitor DA conditions
  • Basic checking (ie Alita logo, North Pt, Boundary sizes)
• Tender Phase:
  • Maintain register of Tender Queries
  • Prepare Tender Evaluation Spreadsheet document
  • Prepare contracts for signing (apply Bluebeam stamps)
• CA Phase:
  • File/record RFI’s and maintain register
  • Pre-fill out standard SI’s (ie IFC docs, Site possession etc)

RESEARCH TASKS:

• Research Specific topics (ie products) as requested by team members
• Develop target list of clients for TDL (We first need to define the type of firm that suits…ie size, types of projects etc..and then have them ranked 1-5 stars as to who is most suited. Can use the previously generated info by our digital marketer)
• Research software (often cloud) to improve business effectiveness
• Research ways to optimise use of our current software packages and share “useful tips” with the team

FUTURE TASKS:

• Reception (phone calls)
• Assist in the development of further admin efficiencies and effective methods for getting things done
• Set up Fee Proposals in cloud software such as “Proposify” or similar
• TDL Digital marketing (prepare social media posts for approval, research google addwords and monitor results)
• Check surf forecasts and pencil in potential surf sessions
• Generate (or automate?) Job progress reports (BQE)

Required:

• Ability to compliment the directors. Take on their personalities & behaviours.
• Discretion & trustworthiness
• Flexibility/adaptability
• Proactive and Initiative
• Communication
• Organisational
• Tact and diplomacy
• Delegation

Software competency:

• Google G-Suite for Business (musty be tech savy..can integrate the extensions,
• Manage and setup filters, use keyboard shortcuts etc)
• MS Office (Excel & Word)

Desirable:

• Google Cloud Certified
• Competency in “Bluebeam” software
• Digital Marketing experience