Office Coordinator

Office Coordinator (Construction)
DAYSHIFT | Fulltime | Iloilo & Makati (On site Setup)

About the Role

We have partnered with a Sydney-based company in the construction and field operations industry in search of an Office Coordinator (Construction) who will play a critical dual role supporting both head office administration and field operations coordination.

This role ensures a seamless link between internal systems and field execution, maintaining compliance, accuracy, and communication across teams. You will support the General Manager and Field Operations Manager by managing scheduling systems, onboarding, purchasing, accounts support, and office administration.

Why Cooee

Because we believe in the power of human connection. Because we are committed to flourishing human potential. Because we dream of a world where each one of us walks along the path to who we are and the best that we can be. This is Why we do What we do To be a part of transformation one person, one community, one business at a time.

We are One Team committed to investing in relationships fueled by trust and anchored on the One Shared Vision to transform through connection. We believe this is where the strength of Cooee and our partnerships lie in having clarity and conviction in purpose.

What youll be working on:

Scheduling & Workforce Coordination

Check approved quotes in Ascora and prepare for mobilisation

Coordinate with the Field Ops Manager to determine labour needs

Input crews into Ascora Workforce Planner (by day, site, and supervisor)

Send job confirmations and follow up on unconfirmed responses

Update planner in real time for changes (no-shows, early finishes, redeployments)
Track replacements and report any conflicts

Job File, Compliance & Subcontractor Onboarding

Create and maintain job folders (Scope, Permits, SWMS, Pre-starts, Variations, Closeout)
Upload approved scopes, briefs, and compliance documents in Ascora

Verify crew licences and completion of onboarding checklists

Administer subcontractor onboarding (licences, work rights, performance tracking)
Issue pre-mobilisation compliance checklists and assist in document recovery

System Data Entry & Status Updating

Update job statuses in Ascora from Quote Approved to Ready for Invoicing

Log variation requests and maintain daily registers

Verify job completion (reports, photos, approvals) before invoicing

Ensure accuracy and consistency in all system updates

Problem Solving & Issue Management

Identify and raise issues early using the 131 method (1 issue, 3 solutions, 1 preferred outcome)
Escalate to the Field Ops Manager when required and coordinate resolutions

Document and log incidents, ensuring proper closure and follow-up actions

Procurement, Logistics & Equipment Booking

Generate and track Purchase Orders for tools, PPE, and materials

Coordinate with suppliers and accounts for delivery, reconciliation, and invoicing

Manage site logistics, time data, and equipment bookings

Ensure all field teams are informed of delivery logistics for plant and skip bins

Maintain training registers, toolbox talks, and audit documentation

What were looking for:

2+ years in administration, project coordination, or construction support

Understanding of construction, demolition, or field service workflows

Experience handling multiple projects or crews simultaneously

Exposure to safety and compliance documentation (an advantage)

Experience supporting process or system improvements within an organization

Preferred

Familiarity with Ascora or similar job management software

Proficiency in Microsoft Excel, Word, SharePoint, and other cloud-based systems

Strong written and verbal communication skills

Excellent organizational and time management abilities

High attention to detail and accuracy in documentation

Ability to coordinate with multiple teams and manage competing priorities