Admin Assistant (Construction & Project Administration)

Position: ADMIN ASSISTANT (CONSTRUCTION & PROJECT ADMINISTRATION)

Salary range: Php 68,000/month (The final amount will be at the the client discretion basing on the candidate’s skills and experience.)

Working Hours: Following AU business hours

Work set-up: 100% Remote work under Independent Contractor Agreement

Holidays: AU Holidays

Recruitment process: possible multiple client interviews and an assessment

About the Company & Role

Our client is a well-established Australian business operating within the commercial construction and building services industry, delivering end-to-end project solutions across multiple sectors. The company is known for its collaborative work environment, commitment to quality workmanship, and focus on building long-term relationships with clients and project partners. With a growing portfolio of projects, they rely on efficient administrative processes to keep daily operations running smoothly and ensure project documentation remains accurate and organized. As an Admin Assistant, you will provide essential administrative and financial support to the operations team, helping manage documentation, invoices, and project records while ensuring day-to-day business activities are completed efficiently. This role is best suited for someone who has strong organizational skills, proven Xero experience, and preferably a background supporting businesses within the construction, engineering, or trades industry.

Key Responsibilities

• Provide day-to-day administrative support to the operations and project teams.
• Process invoices, purchase orders, expenses, and financial records using Xero.
• Assist with accounts payable and accounts receivable administration, including reconciliations and payment tracking.
• Prepare, organize, and maintain project documentation, reports, contracts, and correspondence.
• Manage document control by ensuring project files, supplier records, and compliance documentation are accurate and up to date.
• Coordinate meetings, calendars, travel arrangements, and internal communications as required.
• Support procurement administration and maintain organized records for subcontractors and suppliers.
• Perform accurate data entry while maintaining confidentiality and attention to detail.
• Assist with general office administration and other ad hoc administrative duties.

Preferred Experience

• Experience working remotely for Australian companies.
• Familiarity with construction or project management software such as Procore, Simpro, AroFlo, Buildertrend, or similar platforms is advantageous.
• Understanding of construction project workflows, documentation, and compliance requirements.
• Certificate or Diploma in Business Administration, Accounting, Bookkeeping, or a related field is preferred.

Requirements

Qualifications

• Minimum of 2 years' experience in an Administrative Assistant, Office Administrator, Project Administrator, or similar administrative role.
• Hands-on experience using Xero is required.
• Previous experience in the construction, engineering, building, or trades industry is highly preferred.
• Strong understanding of invoicing, purchase orders, accounts administration, and document management.
• Excellent organizational skills with strong attention to detail.
• Strong written and verbal English communication skills.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and Google Workspace.
• Ability to manage multiple tasks, prioritize workload, and meet deadlines in a fast-paced environment.
• Experience supporting Australian businesses is an advantage.