Operations/Admin Coordinator

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

📋 Description

• Oversee daily operational and administrative tasks across ongoing projects.

• Plan and organize project requirements in advance of delivery and initiation.

• Track project advancement and ensure that critical tasks are completed punctually.

• Assist with managing workflows across various active assignments.

• Monitor upcoming deadlines, supplier needs, and project milestones.

• Keep project schedules and outstanding actions visible and updated.

• Administer and sustain project workflows within BuildPaperless.

• Create, revise, and oversee job records throughout the project lifecycle.

• Ensure that project details, notes, documentation, and workflow stages remain accurate and current.

• Supervise workflow status and proactively detect bottlenecks or pending actions.

• Contribute to the continuous improvement of internal processes and system utilization.

• Arrange and coordinate concrete deliveries for forthcoming projects.

• Organize steel orders and supplier bookings.

• Communicate with suppliers to verify delivery schedules and project needs.

• Ensure that materials are organized and accessible to meet project timelines.

• Follow up on supplier communications and scheduling modifications as necessary.

• Manage project-related documentation and records effectively.

• Provide support for email communications and customer follow-ups as needed.

• Prepare and coordinate invoicing for both completed and ongoing projects.

• Ensure that job information, supplier costs, and accompanying documentation are accurately recorded before invoicing.

• Submit invoices to the owner for final review and approval.

• Maintain precise invoicing records within BuildPaperless and other associated systems.

• Facilitate communication between field personnel, suppliers, and office operations.

• Help maintain organized systems and documentation throughout the business.

⛳️ Requirements

• Prior experience in operations, project coordination, construction administration, scheduling, or a comparable operational support role.

• Familiarity with construction workflow or job management software such as BuildPaperless, Buildxact, SimPRO, AroFlo, or similar systems.

• Strong proficiency in Microsoft Office and Google Workspace for project tracking, documentation, reporting, and communication.

• Ability to manage multiple active projects, balancing competing priorities and deadlines.

• Exceptional organizational, administrative, and time management abilities.

• Excellent communication skills and stakeholder coordination capabilities.

• High attention to detail coupled with strong process management competencies.

• Comfortable with learning, managing, and taking ownership of construction workflow systems.

• Proactive problem-solving skills and the ability to work autonomously with minimal supervision.

• Experience in coordinating suppliers, deliveries, schedules, and operational workflows is highly desirable.

• DESIRABLE: Experience with BuildPaperless, Buildxact, SimPRO, AroFlo, or similar construction management software.

• Experience in the construction, concreting, trades, or building industry.

• Familiarity with supplier coordination and project scheduling.

• Understanding of construction project lifecycles and site operations.

🏝️ Benefits

• Australian Work Hours.