Construction Site Administrator VA
A senior construction site administrator keeps the site office in order from a distance: inductions, timesheets, daily diaries, deliveries and compliance records, so the site manager has accurate paperwork and fewer interruptions.
- Top 1% vetted talent
- No lock-in contracts
- Replacement guarantee
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Hourly rates · No lock-in contracts
Entry Level
$7 / hr
Intermediate ★
$9 / hr
Senior
$12 / hr
Responsibilities
- Process site inductions, verify worker tickets and licences, and keep the site register current for every person on the job.
- Collect and reconcile daily timesheets and labour allocations from the site manager and enter them for payroll and job costing.
- Maintain the site daily diary, recording weather, workforce numbers, deliveries, delays and visitor logs from the site manager's reports.
- Track material deliveries against purchase orders, flag shortages and damages, and chase suppliers for outstanding items.
- File and update safety documentation including SWMS, permits to work, toolbox talks and incident reports, ready for auditors and inspectors.
- Coordinate plant and equipment hire, logging on-hire and off-hire dates so the project is not billed for idle machinery.
- Log site instructions, requests for information and variations in Procore, Aconex or the client's system and chase responses from consultants.
- Prepare weekly site reports and photo records for the project manager and client, summarising progress against programme.
- Manage site amenities, waste and services bookings so the site runs without avoidable holdups.
- Reconcile subcontractor claims against site records before the project manager approves payment.
Software & Tools
Procore
Aconex
Microsoft Excel
Google Workspace
Xero
SafetyCulture
Buildertrend
Requirements
- Five or more years administering commercial or residential construction sites, working closely with site managers and foremen.
- Confident with Procore, Aconex, Buildertrend or a similar construction platform, plus strong Excel skills for timesheets and delivery logs.
- Sound knowledge of site safety systems and documentation, including inductions, permits to work, SWMS and incident reporting.
- Familiarity with reading construction programmes, purchase orders and subcontractor claims well enough to spot discrepancies.
- Clear, professional English on the phone and in writing, comfortable chasing suppliers and consultants for what the site needs.
- Meticulous record-keeping and the discipline to keep registers and diaries up to date every single day.
- A stable home workspace with high-speed internet, a power backup and the flexibility to match the site's early start times.
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