Project Administrator

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

📋 Description

• Deliver project administration and coordination support across roughly 25 ongoing construction, painting, and remediation projects.

• Assist several Project Managers with daily administrative, coordination, and document management responsibilities.

• Oversee and complete assigned tasks utilizing monday.com and internal workflow systems.

• Keep accurate and current project records and documentation across internal systems.

• Aid in the onboarding of new projects and their integration into company systems and workflows.

• Execute high-volume data entry and project administration tasks with a strong emphasis on accuracy and timeliness.

• Support invoicing administration and assist with project-related financial documentation.

• Prepare project contracts using company templates and coordinate their submission to the Contracts Manager for review.

• Manage practical completion documentation and assist with project close-out administration necessities.

• Prepare and disseminate resident notifications, project letters, and site communications.

• Draft and format project-related documents and correspondence.

• Coordinate and manage multiple project documents concurrently across active project environments.

• Support document control processes, ensuring all documentation is current, compliant, and accessible.

• Address project documentation requests from Project Managers and operational personnel.

• Produce and update documentation to fulfill operational and site requirements.

• Handle incoming calls, redirect inquiries, and relay messages to appropriate staff members.

• Coordinate and schedule pre-start meetings with clients and stakeholders as necessary.

• Collaborate with Project Managers, Contracts Managers, operations personnel, and administration teams.

• Engage in Microsoft Teams communication, check-ins, and workflow coordination activities.

• Provide ad hoc administrative and coordination support across projects and operational teams.

• Consistently adhere to company procedures, workflows, and document control standards.

• Execute other role-specific responsibilities as needed.

⛳️ Requirements

• Bachelor’s degree or relevant qualification in Business Administration, Project Management, Construction Administration, or a related field (highly advantageous).

• Demonstrated experience in a Project Coordinator, Project Administrator, Contracts Administrator, or similar position.

• Industry background in construction, painting, remediation, maintenance, facilities, or trade services (highly advantageous).

• Strong administrative and document management skills in high-volume project settings.

• Experience assisting multiple Project Managers across live projects.

• Familiarity with project coordination, document control, and workflow management processes.

• Excellent organizational skills with the ability to balance competing priorities and deadlines.

• High attention to detail and precision in administrative and documentation tasks.

• Capability to manage high workloads while maintaining productivity and consistency.

• Effective time management and task prioritization abilities.

• Ability to work independently in a fast-paced environment.

• Strong written and verbal communication skills in English.

• Professional phone etiquette and confidence in handling inbound calls and stakeholder interactions.

• Strong interpersonal skills with the ability to collaborate across teams.

• Experience using Monday.com or similar project/task management platforms (highly advantageous).

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

• High level of IT and systems capability; ability to quickly adapt to new platforms.

• Familiarity with systems such as Nextvia or similar project/job management tools (advantageous).

• Ability to adhere to structured workflows and document control procedures.

🏝️ Benefits

• Work setup – Work from home; Dayshift 0600 AM- 0300 PM PHT (adjustments will be made for daylight saving time)

• Monday to Friday; weekends off

• HMO with 2 free dependents and medical reimbursements

• Government-mandated benefits

• Opportunities to collaborate with leading companies in Australia and beyond

• Training programs for career advancement

• Engaging company outings, team activities, and wellness sessions

• Supportive, inclusive culture

• Dedicated managers focused on your growth and success