Executive Assistant for Building Company
4 days ago
**JO 15979 | Executive Assistant - Construction Administrator
Job Status: Part-time / 20 Hours / Week
Work Schedule: Monday to Friday 9am to 1pm AEST (7am to 11am PHT)
Why Choose Remote Staff?**
- 100% Work from Home. No office-based setups. Manage your time efficiently and enjoy work-life balance.
- 17+ years in the remote work industry. We've helped more than 8K Filipinos establish virtual careers with international clients since 2007.
- Competitive and negotiable compensation (depending on skill level & experience)
- 100% coverage on Government Contributions Remittance* to SSS, Philhealth and Pag-ibig. Traditional employment set-ups cover only 50%, while you shoulder the other half as a salary deduction.
*Terms and conditions apply.
Key Responsibilities
Executive & Administrative Support
- Read and triage incoming emails, flagging important messages and drafting responses as needed.
- Maintain and update daily and weekly task lists to keep the executive team on track.
- Keep a calendar of key dates including meetings, project deliveries, submissions, and task deadlines.
- Document and continuously improve internal processes and standard operating procedures (SOPs).
- Prepare reports, executive summaries, and meeting notes.
- Assist the executive team and estimator with ad hoc administrative tasks.
Construction Administration
- Organize and maintain client documentation folders in a structured digital filing system.
- Complete and file contracts, client forms, and certification documents accurately and on time.
- Gather supplier invoices, verify completeness, and check for accuracy before submission.
- Raise invoice instructions for billing and coordinate with the finance team or bookkeeper.
- Support the estimator by preparing documents, organizing quotes, and tracking supplier data.
Documentation & Workflow Management
- Create and update flowcharts, workflows, Gantt charts, and organizational charts using tools such as Lucidchart, Microsoft Visio, or similar.
- Convert and edit PDFs and document templates for agreements, scopes of work, or client approvals.
- Ensure all document templates and client agreements are current, correctly formatted, and easy to use.
Qualifications
- Proven experience as an Executive Assistant or Construction Administrator, preferably within the Australian construction industry.
- Excellent organizational, communication, and time management skills.
- Ability to read, prioritize, and respond to emails and track tasks across multiple projects.
- Strong document management and data entry skills with high attention to detail.
- Proficiency with remote working tools: Google Workspace (Docs, Sheets, Drive), Microsoft Office, Adobe Acrobat, and workflow tools (e.g., Asana, Trello, ).
- Experience creating and maintaining flowcharts, Gantt charts, and organizational charts.
- Comfortable working independently in a fast-paced environment with minimal supervision.
- Familiarity with construction workflows, terminology, and invoicing processes.
Nice to Have
- Previous experience supporting Australian-based construction or property development firms.
- Knowledge of software such as Procore, Buildertrend, CoConstruct, or similar.
- Experience working with estimators, subcontractors, and suppliers in a support capacity.
- Understanding of compliance and certification documentation in Australian construction.
Note: Please prepare your Government IDs (TIN, SSS, Philhealth, Pag-ibig) as part of the application and placement process. In the event of placement to a contract with a client, you will be required to submit a copy of your BIR 2303 (Certificate of Registration) as part of compliance with government regulations.
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