Administrative Coordinator

6 days ago

Rizal, Philippines beBeeBusiness Full time ₱12,000 - ₱16,800
Administrative Coordinator - Business Operations

This is a full-time position requiring exceptional organizational skills to manage client communications, coordinate between teams, and handle comprehensive administrative tasks.

Key Responsibilities:
  • Manage all client communications with 24-hour response times and proactive follow-ups to eliminate missed opportunities.
  • Coordinate between office, field teams, and subcontractors to ensure 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 the accounting system 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.
Requirements:
  • Strong experience in 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.

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