Office and Project Coordinator

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

📋 Description

• Oversee general office management and provide daily operational support.

• Organize meetings, manage calendars, arrange travel, and coordinate team logistics.

• Draft correspondence, reports, presentations, and project-related documentation.

• Aid in the onboarding process and administrative tasks for employees and subcontractors.

• Ensure proper maintenance of registers, records, and filing systems.

• Assist in procurement activities, including purchase orders, invoices, and supplier liaison.

• Support compliance documentation and engage in general business administration tasks.

• Communicate professionally with clients, suppliers, and project stakeholders.

• Develop bids and project proposals for clients and public tenders.

• Provide high-level executive assistance to the Managing Director, including proactive management of diary, inbox, and priorities.

• Coordinate and prepare briefing materials, reports, presentations, and correspondence on behalf of the Managing Director.

• Serve as a primary contact between the Managing Director and both internal and external stakeholders.

• Assist in strategic planning activities by preparing meeting packs, agendas, and follow-up actions.

• Organize leadership meetings, including scheduling, minute-taking, and action tracking.

• Support business development efforts, proposals, and client engagement coordination as needed.

• Anticipate needs and proactively manage tasks to enable the Managing Director to work effectively and efficiently.

• Assist Project Managers with project administration and coordination tasks.

• Aid in the preparation and management of project documentation, reports, and deliverables.

• Oversee document control processes and maintain project records.

• Track actions, deliverables, and project milestones.

• Assist with meeting coordination, minute-taking, and follow-up actions.

• Support project planning and resource coordination tasks.

• Help manage project systems and reporting tools.

• Provide administrative support across various rail/infrastructure projects as required.

• Foster a collaborative and professional team atmosphere.

• Contribute to initiatives focused on continuous improvement and process enhancement.

• Assist leadership with ad hoc business and operational assignments.

• Uphold a high standard of professionalism, confidentiality, and meticulous attention to detail.

⛳️ Requirements

• 3–5 years of experience in administration, office coordination, or an executive support position.

• Proven ability to support senior stakeholders, including management of diaries and inboxes.

• Strong organizational and time management capabilities with the ability to prioritize effectively.

• Exceptional written and verbal communication skills.

• High attention to detail coupled with a proactive and self-motivated work ethic.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

• Comfortable working independently in a fast-paced and dynamic environment.

• Experience in maintaining records, registers, and filing systems.

• Professional and discreet, capable of handling confidential information with integrity.

• **Nice to Have:**

• Experience in the rail, infrastructure, engineering, or construction sectors.

• Familiarity with project coordination or project delivery environments.

• Knowledge of document control systems or project management platforms (e.g., Aconex, Procore, MS Project).

• Experience supporting a Managing Director or C-suite executive.

• Relevant qualifications in Business Administration, Management, or a related field.

🏝️ Benefits

• Opportunities for professional development and career advancement.

• Collaborative and inclusive work environment.

• Competitive compensation and benefits package.