Operations & Project Administration Assistant

1 week ago

Quezon City, Philippines BruntWork Full time

Operations & Project Administration Assistant

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Responsibilities
  • Manage all client communications with 24-hour response times and proactive project updates
  • Handle email triage, social media DMs (within 1 hour during business hours), and phone communications
  • Coordinate scheduling for trades, materials, and project milestones using LoopLogix and other systems
  • Maintain complete documentation packages for each project stage and ensure compliance documentation is current
  • Chase up job cards and site notes to enable accurate invoicing within 48 hours of completion
  • Support quote generation and delivery process with 5 business day turnaround maximum
  • Implement and optimize job management system workflows across the business
  • Create and maintain SOPs, templates, and quality control checklists
  • Coordinate internal team communications and forward planning for materials and resources
  • Manage client relationship touchpoints from initial inquiry through project completion and aftercare
  • Support business transition from 60% carpentry to 100% direct homeowner new builds
  • Document all business processes and workflows, starting with own role and expanding outward
Scopes
  • Reduce founder’s communication workload from 15+ hours to under 8 hours per week
  • Achieve zero client complaints about communication delays through proactive updates
  • Maintain 100% social media DM response rate within 1 hour during business hours
  • Ensure 100% of jobs have complete documentation packages ready before each stage
  • Eliminate delays caused by missing materials or coordination issues
  • Enable accurate invoicing within 48 hours of job completion through proper job card management
  • Support the achievement of 90%+ client satisfaction scores consistently
  • Facilitate successful daily use of the chosen job management system across all team members
  • Create a comprehensive library of business process documentation and SOPs
  • Support transition to 100% direct homeowner new builds within 12 months
Requirements
  • Strong experience with construction/building industry operations and terminology
  • Proficiency with job management systems (LoopLogix experience preferred, or similar platforms like Buildertrend, Buildxact, or Procore)
  • Advanced skills in Xero accounting software and Google Workspace (Gmail, Docs, Calendar)
  • Excellent written and verbal communication skills for client-facing interactions
  • Experience with project coordination, scheduling, and documentation management
  • Understanding of Australian building compliance requirements and documentation
  • Ability to work independently and manage multiple projects simultaneously
  • Strong attention to detail for maintaining data integrity and documentation accuracy
  • Experience with CRM management and lead qualification processes
  • HMO Coverage in eligible locations
  • Permanent work from home
  • Immediate hiring
Reminder
  • Kindly apply directly to the link provided; you will be redirected to BruntWork’s Career Site. Complete the initial requirements, including the voice recording, pre-screening assessment, and technical check of your computer/device.
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