Position: Office Administrator
Salary: PHP67,000/month
Work Schedule: 8:00AM-5:00PM NZ Time
This is for an independent contractor engagement.
OVERVIEW:
To provide high-level administrative and operational support that ensures a lean, scalable business environment. This role acts as a backbone for the estimating, finance, and operations functions, ensuring data integrity and process efficiency from an offshore location.
RESPONSIBILITIES:
Data Entry & Job Setup
- System Integrity: Maintain job cost data and input invoices, purchase orders, and timesheets accurately.
- Project Logistics: Load new jobs into the system and maintain organized, up-to-date project folders.
Accounts & Procurement Support
- Financial Admin: Process supplier invoices, assist with payroll data entry, and support reconciliations.
- Sourcing: Collect supplier quotes, prepare comparison sheets, and raise purchase orders.
- Tracking: Monitor deliveries and orders to ensure project timelines stay on track.
Scheduling & Reporting
- Coordination: Assist with scheduling updates and coordinate resources and team calendars.
- Analysis: Prepare weekly reports (job cost, pipeline, KPIs) and maintain live dashboards with high accuracy.
Estimating & Admin Support
- Estimating Assistance: Assist with material take-offs, prepare templates, and gather data/pricing for tenders.
- CRM Management: Keep the CRM updated and assist with quote/job follow-ups.
- Innovation: Use AI and digital tools to automate tasks and continuously improve SOPs.
Requirements
QUALIFICATIONS:
- 2–3 years of experience in an Admin Support role, with a strong preference for candidates who have worked within the AU/NZ construction or trades industry.
- Detail-Oriented: You have a "zero-error" approach to data and documentation.
- Process-Driven: You love following (and improving) systems and SOPs.
- Tech-Savvy: You are comfortable with modern software and eager to use AI/tools to work faster.
- Reliable: You are a consistent performer who can be trusted to manage tasks independently.
- Efficient: You can handle a high volume of tasks without sacrificing quality.
Success Indicators (KPIs)
- Data Accuracy: Maintaining a minimal error rate across all systems.
- Speed & Efficiency: Fast turnaround times on task completion and invoice processing.
- Consistency: Reporting is always submitted on time and dashboards remain accurate.
- Impact: A noticeable reduction in the admin workload for the onshore team.