Administrative Operations Specialist

1 day ago

Paranaque City, Calabarzon, Philippines beBeeAdministrative Full time ₱12,000 - ₱16,800
Administrative Operations Specialist

We are seeking a highly skilled Administrative Operations Specialist to join our team. The ideal candidate will have experience in administrative processes, with a strong understanding of construction and trades industry operations.

  • The successful candidate will manage client communications, ensuring timely responses and proactive follow-ups to minimize missed opportunities.
  • They will coordinate between office and field teams, as well as subcontractors, to maintain clear communication channels and up-to-date job requirements.
  • This role involves comprehensive administrative tasks, including data entry, invoice processing, and maintaining organized job documentation.
  • The candidate will oversee compliance management, ensuring all necessary documents are properly maintained, and WHS regulations are adhered to.
  • Proficiency in software systems, such as Build Exact, is essential for optimizing efficiency and quality control processes.
  • Additional responsibilities include chasing employee tasks and deliverables, site reporting, and assisting with quoting and tendering processes.
Scope of Work
  • This is a full-time position working Australian business hours (8:30 AM onwards preferred due to high call volume).
  • The initial implementation period is 10-12 weeks, with ongoing bi-weekly check-ins and support.
  • The successful candidate will have access to client communication systems, project management software, and financial systems (with appropriate security protocols).
  • There will be gradual expansion of responsibilities as trust and competency are established.
  • Potential for role growth into specialized areas like estimation support as the business scales.
  • Integration with our talent network for best practice sharing and continuous improvement.
Requirements
  • Strong experience with construction or trades industry administrative processes.
  • Proficiency with accounting software (Xero experience preferred) 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.
Benefits
  • HMO Coverage for eligible locations.
  • Permanent work from home.
  • Immediate hiring.
  • Steady freelance job.

This is an excellent opportunity for an experienced Administrative Operations Specialist to join our team and contribute to the success of our organization.

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