Office Administrator

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Provide high-level administrative and operational assistance to create a lean, scalable business environment.

• This position serves as a critical support for the estimating, finance, and operations departments, ensuring data integrity and process efficiency from an offshore location.

• System Integrity: Accurately maintain job cost data and input invoices, purchase orders, and timesheets.

• Project Logistics: Enter new jobs into the system and keep project folders organized and up-to-date.

• Financial Admin: Process supplier invoices, assist with payroll data entry, and support reconciliation efforts.

• Sourcing: Gather supplier quotes, create comparison sheets, and initiate purchase orders.

• Tracking: Oversee deliveries and orders to ensure adherence to project timelines.

• Coordination: Help with scheduling updates and coordinate resources along with team calendars.

• Analysis: Generate weekly reports (job cost, pipeline, KPIs) and maintain live dashboards with high accuracy.

• Estimating Assistance: Support material take-offs, develop templates, and collect data/pricing for tenders.

• CRM Management: Ensure the CRM is updated and assist with following up on quotes/jobs.

• Utilize AI and digital tools to automate tasks and continuously enhance SOPs.

⛳️ Requirements

• 2–3 years of experience in an Admin Support role, preferably within the AU/NZ construction or trades industry.

• Detail-Oriented: You maintain a "zero-error" mindset regarding data and documentation.

• Process-Driven: You enjoy following and enhancing systems and SOPs.

• Tech-Savvy: You are comfortable with contemporary software and eager to leverage AI/tools for increased efficiency.

• Reliable: You are a dependable performer capable of managing tasks independently.

• Efficient: You can manage a heavy workload without compromising quality.

• **Success Indicators (KPIs)**

• Data Accuracy: Ensure a minimal error rate across all systems.

• Speed & Efficiency: Achieve fast turnaround times for task completion and invoice processing.

• Consistency: Always submit reports on time and keep dashboards accurate.

• Impact: Demonstrate a significant reduction in the administrative workload for the onshore team.

🏝️ Benefits

• Competitive salary and performance-based incentives.

• Opportunities for professional growth and development.

• Flexible working arrangements to promote work-life balance.

• A collaborative and supportive work environment.