Coordinator – Virtual Assistant (Construction & Fencing Industry)

Coordinator – Virtual Assistant (Construction & Fencing Industry)

Company: Civifence Pty Ltd
Location: Remote (Supporting Melbourne, Australia-based business)
Job Type: Part-Time or Full-Time (Flexible for the right candidate)
Salary: Based on experience ($X–$Y per hour)

About Civifence Pty Ltd:
Civifence is a trusted commercial, civil, and security fencing provider in Melbourne, Australia. We specialize in working with civil contractors, government entities, commercial builders, and business owners to deliver high-quality fencing solutions that integrate seamlessly with external construction projects and stakeholder requirements.

To support our continued growth, we are looking for a highly organized and detail-oriented Coordinator to assist with administrative, pricing, procurement, and digital tasks.

Role Overview:
The Coordinator (Virtual Assistant) will provide essential support in handling job pricing, data entry, material ordering, Wix website management, and contract administration. This role requires strong Excel skills, Wix proficiency, and exceptional attention to detail.

Key Responsibilities:
Job Pricing & Take-Offs:

Assist with pricing jobs using Excel, including VLOOKUP and SUMIFS for data management.
Perform job take-offs (measurements, estimates) from project plans/drawings.
Analyze data and prepare accurate cost estimates for fencing projects.
Administrative & Contract Support:

Data entry and contract administration to support project documentation.
Check and manage emails, ensuring timely responses and follow-ups.
Maintain accurate records of materials, orders, and project information.
Procurement & Order Management:

Assist in ordering materials and tracking deliveries.
Liaise with suppliers for quotes, stock availability, and lead times.
Website & Digital Content Management (Wix & LinkedIn):

Update and maintain the company’s Wix website (e.g., editing pages, posting updates).
Assist with LinkedIn updates and maintaining professional profiles.
Upload and manage project images, blog content, and news updates on Wix.
Time Zone Flexibility:

Willingness to wake up early for initial training and key project deadlines.
Ideal Candidate Profile:
Essential Skills & Qualifications:

Proficiency in Microsoft Excel (must be comfortable with VLOOKUP, SUMIFS, and formulas for pricing).
Experience using Excel for pricing calculations and data validation.
Wix proficiency (ability to update pages, upload content, and manage website changes).
Strong English communication skills (written & verbal).
Experience in data entry and contract administration.
Ability to handle job take-offs and pricing calculations.
Preferred (But Not Required):

Experience in the construction, fencing, or civil industry.
Prior experience handling supplier orders & procurement.
Knowledge of Australian construction standards.
How to Apply (Read Carefully!)
To ensure you have read this job posting, start your application with the phrase "I excel at Wix and Excel."

Application Requirement:

Send your CV & a short cover letter explaining why you're a good fit.
Answer these questions in your application:
"How have you used VLOOKUP and SUMIFS in a work setting? Provide a specific example."
"Describe your experience managing a Wix website. What tasks have you performed?"
Submit a short (1-2 minute) video introducing yourself and explaining why you’re the right candidate for this role. You can upload the video to Google Drive, YouTube (unlisted), or any file-sharing platform and provide the link in your application.
Bonus: If you have experience in construction pricing, procurement, or contract administration, mention it in your application.