Administrative Support Professional

24 hours ago

Cabuyao, Calabarzon, Philippines beBeeBusiness Full time ₱12,000 - ₱16,800

Job Title: Business Operations Specialist

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The primary role of the Business Operations Specialist is to ensure the smooth functioning of organizational operations. This entails overseeing client communications, coordinating with various teams, managing administrative tasks, and maintaining compliance protocols.

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  • Main Responsibilities:
  • Manage all client communications with timely responses and proactive follow-ups to minimize missed opportunities.
  • Coordinate between office, field teams, and subcontractors to maintain clear communication channels and updated job requirements.
  • Handle comprehensive administrative tasks, including data entry, invoice processing, and maintaining organized job documentation.
  • Oversee compliance management, including build pass, WHS documentation, and ensuring all job documents are properly maintained.
  • Utilize and optimize software systems for maximum efficiency and quality control processes.
  • Chase up employee tasks, deliverables, and site reporting to improve team accountability and performance.
  • Assist with quoting and tendering processes, including supplier price checking and quote comparisons.
  • Forward all financial documents to relevant systems and manage systematic invoice processing to prevent cash flow delays.
  • Implement weekly checklists for site managers covering job variations, accidents, client satisfaction, and progress updates.
  • Create and maintain standard operating procedures and checklists for recurring business processes.
  • Provide accountability support to business owners by tracking their daily tasks and deliverables.
  • Manage email and calendar systems, filtering communications and flagging only items requiring owner attention.

Key Skills and Qualifications:

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  • Strong experience with construction or trades industry administrative processes.
  • Proficiency with accounting software (preferably Xero) and construction management tools.
  • Excellent written and verbal communication skills with ability to interact professionally with clients and team members.
  • Experience with compliance documentation and understanding of WHS requirements in construction.
  • Strong organizational skills with ability to manage multiple projects and deadlines simultaneously.
  • Proactive mindset with ability to identify process improvement opportunities.
  • Experience with data entry, invoice processing, and financial administration.
  • Comfortable using screen recording software and creating process documentation.
  • Ability to work independently while maintaining regular communication with business owners.
  • Understanding of Australian construction industry practices and terminology.

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