Project Admin

PROJECT ADMIN

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About our Client

Our client is an Australian window furnishings company with roots in Melbourne and a presence across Australia. They work on a variety of projects ranging from high end homes to large-scale commercial projects and pride themselves on delivering high-quality, design-led solutions. They're a fast-growing, collaborative team that values creativity, efficiency, and getting the job done — all while having a bit of fun along the way.

Position Overview

As a member of the Commercial Operations team, you will be responsible for supervising, managing and monitoring individual jobs for large commercial projects from the estimating team. Your proactive approach will ensure great communication and a smooth operational process between Lovelight and the client.

This position reports functionally to the Team Leader – Operations.

Key Responsibilities

• Receive and process builder account purchase orders, read construction floor plans and provide marked up floor plans of window furnishings for technicians
• Receive and process builder account purchase orders, read construction floor plans and provide marked up floor plans of window furnishings for technicians
• Receive and action site measures and installations as requested through the builder call-up process
• Arrange order forms to suit requirements of each individual, submitting in a timely manner to correct suppliers
• Build a rapport with builder account site supervisors and construction managers and estimation departments
• Resolve difficult jobs by liaising with varies departments of the builder account
• Assist with any request of quotes from the builder's, deal with FRI's and variations
• Ensure all invoices are sent to the builder in a timely manner to receive on time payment
• Develop a business relationship with the suppliers of the business to enable appropriate coordination of deliverance of products
• Maintain high level of communication with subcontractors, and action daily reports and invoices and review back charges
• Provide administrative support to managers and team members
• Assist with operations to enter jobs into tracker
• Updating SWMS and insurances for all projects
• Assist in scheduling and provide administration support
• Quoting and arranging service calls
• Deliver the highest quality customer service

Must have qualifications, skills, and experience

• At least two years' strong experience in administration or office support in window furnishings or directly applicable industry
• The ability to learn quickly, be open to taking instruction, and always want to know more
• Your customer service and phone manner will be professional at all time
• Self‐motivated is the norm for you and you will have the ability to multitask, prioritise, juggle demands and keep smiling while you do it
• We want you to have an outgoing and engaging personality with the ability to quickly build rapport
• The ability to quickly develop and maintain working relationships with other team members
• You will be super‐organised, with an impeccable eye for detail and process
• Excellent written and verbal communication skills and a high level of computer proficiency
• An alignment with the Lovelight values and approach to work and people

Why Join our Client?

• Sign-on bonus equivalent to 1-month salary for anyone who starts on or before December 22, paid prior to Christmas
• Generous Leave Entitlements – Enjoy 25 days of personal leave per year, empowering you to maintain a healthy work-life balance.
• Wellbeing Leave– 5 days of additional leave that accrues over time, giving you the flexibility to prioritize your mental and physical health.
• Balanced Work Schedule – Enjoy an 8 hour standard shift, including a 30-minute break, for a structured yet flexible day.
• Extra RDOs – Benefit from 4 additional paid days off each year, scheduled in months without public holidays, so you can unwind and recharge.
• Weekly Team Lunches – Connect with your colleagues over a delicious, company-funded meal every week.
• Quarterly Team Events– Bond with your team through exciting activities like dinners, laser tag, ice skating, and more.
• Flexible Work Options – Tailor your work schedule to fit your personal and professional life seamlessly.
• Collaborative & Supportive Culture– Thrive in an environment that values teamwork, innovation, and mutual growth.

Expected behaviours

We expect that you will:

• bring positivity and energy to your role, working the number of hours necessary to perform your duties competently and efficiently
• work outside of regular office hours when needed use your best efforts to promote the interests of Lovelight at all times and do what we ask of you, when we ask you to do it
• know and adhere to our company policies, procedures and guidelines that exist to help us
• be our best and to keep us all safe embrace difference and value all aspects of diversity
• be respectful of others and discourage discrimination

Role type

Administration, Operations, and Support

Role

Others

Locations

Uptown Place, Bonifacio Global City, Taguig

Work Schedule

Mondays-Fridays 6:30 AM to 3:30 PM Philippine Time