Description

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.