Hunt St

Operations and Project Admin Assistant

Hunt St

contract

Posted on:

Location Type: Remote

Location: Philippines

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Salary

💰 A$1,500 - A$2,000 per month

About the role

  • Maintain organised project folders, files, and registers using company drives.
  • File and update drawings, RFIs, variations, EOTs, and site photos within one business day.
  • Build close-out packs and O&M documents using existing templates.
  • Keep authority and certification records updated and ensure timely submissions.
  • Support coordination of staff, subcontractors, and suppliers.
  • Maintain action lists, procurement trackers, and project dashboards.
  • Schedule meetings, follow up on deliverables, and issue reminders as needed.
  • Track project progress and flag delays or issues promptly.
  • Assist with client updates, project documentation, and supplier follow-ups.
  • Prepare draft emails and reports for review and submission by the project team.
  • Validate supplier invoices and ensure they match POs and delivery receipts.
  • Track variations, claims, retentions, and project costs accurately.
  • Maintain monthly reports on accounts payable, receivables, and retention schedules.
  • Support with supplier onboarding and compliance document tracking.
  • Prepare and track submissions to authorities (COES, DNSP, metering, NBN, etc.).
  • Maintain dashboards of key submission dates to ensure zero missed deadlines.
  • Keep safety documentation, inductions, and insurance records updated.
  • Log site reports, checklists, and corrective actions as directed.
  • Help standardise and improve admin workflows and reporting templates.
  • Create clear SOPs for recurring admin tasks.
  • Maintain clean, standardised filing and register systems.

Requirements

  • Minimum 3 years of experience in remote operations or project administration, ideally in construction, engineering, or building services.
  • Strong experience with project coordination, document control, and financial admin support.
  • Should be proficient in tools such as Xero, and Asana.
  • Proficiency in AroFlo is required
  • Proficiency in VisiBuild, HammerTech, Procore and Aconex or similar tools is a plus.
  • Advanced Excel or Google Sheets skills (pivot tables, formulas, data validation).
  • Excellent attention to detail, organisation, and written communication.
  • Familiarity with Australian trade or construction industry standards is a plus.
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
project coordinationdocument controlfinancial administrationadvanced ExcelGoogle Sheetsdata validationRFIsO&M documentsprocurement trackingcost tracking
Soft Skills
attention to detailorganisationwritten communication