Executive Assistant for Building Company

**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.