Part-time Office Admin Assistant

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

📋 Description

• Professionally and efficiently manage incoming email inquiries.

• Schedule installation jobs and coordinate the calendars of the crew.

• Order materials and communicate with suppliers to ensure timely deliveries.

• Monitor jobs from scheduling through to completion.

• Conduct back costing on completed jobs to track expenses and safeguard profit margins.

• Keep precise job records and documentation.

• Provide assistance with invoicing and general administrative tasks.

• Identify areas for improvement in office processes and workflow efficiency.

• Assist in the ongoing management and potential transition of the company's job management system.

• Support weekly bookkeeping activities, including reconciling transactions, tracking expenses, and maintaining accurate financial records in Xero.

• Collaborate closely with the business owner to coordinate jobs, schedules, materials, and office operations.

• Be available for meetings and collaboration during core AEST or PHT business hours.

• Disclose any current ongoing roles or client engagements.

• Indicate the engagement on LinkedIn as “Independent Contractor” if not employed via an EOR.

⛳️ Requirements

• Must be based in the Philippines.

• Prior experience in an Office Administrator, Project Administrator, or Job Coordinator position.

• Experience in construction, trades, or a similar project-based industry is highly valued.

• Exceptional written and verbal English communication skills.

• Highly organized with a keen attention to detail.

• Comfortable working with numbers and reviewing job costs.

• Capable of managing multiple priorities while meeting deadlines.

• Proactive, reliable, and able to work independently.

• Confident in using business software and eager to learn new systems.

• Must be available for meetings and collaboration during core AEST or PHT business hours.

• Required to disclose any existing ongoing roles or client work.

• Preferred: experience with Tradify, ServiceM8, or similar job management software.

• Preferred: experience in coordinating field crews, trades, or service technicians.

• Preferred: experience in purchasing, supplier coordination, or scheduling.

• Preferred: experience supporting small business operations.

• Preferred: basic knowledge of Xero bookkeeping and accounting software.

🏝️ Benefits

• 100% remote work from home.

• Flexible structuring of specific hours within the overlap window of AU business hours.

• Part-time engagement of approximately 20 hours per week.

• Engagement may be established through an Employer of Record (EOR), based on client preferences and legal structure.