Offer summary

Qualifications:

Previous experience in an administrative or project support role is required., Strong organizational and time-management skills are essential., Proficiency in Microsoft Office and project management tools is necessary., Excellent written and verbal communication skills are a must..

Key responsabilities:

Update and maintain project schedules and timelines.

Compile and distribute project documentation to stakeholders.

Assist with progress claims and maintain accurate records.

Support general administrative tasks and communication with internal teams.

Job description

This is a remote position.

Schedule:

Total hours: 40 hours per week or 8 hours per day
Monday - Friday
8:00 AM - 5:00 PM Sydney time (or 5:00 AM - 2:00 PM Manila time
With 1 hour unpaid break in between

Client location or time zone: Sydney, Australia - AEDT

Company/client overview:

We are looking for a detail-oriented and highly organized Remote Administrative Assistant to support our Estimation Team. The ideal candidate will be responsible for maintaining schedules, organizing project documentation, assisting with progress claims, and providing general administrative support to both office-based and remote teams. This role is essential in ensuring smooth operations by managing administrative tasks, coordinating meetings, and keeping records up to date.

If you are an organized, proactive, and tech-savvy professional looking to support a fast-paced team, we encourage you to apply!

Responsibilities:

Scheduling & Coordination:

Update scheduled work and maintain project timelines.
Organize calendar invites and schedule Teams meetings.
Ensure key project milestones and deadlines are properly tracked and communicated.

Project Documentation & Administration:

Compile and distribute project documentation to relevant stakeholders.
Support the team with progress claims and ensure accurate record-keeping.
Assist with general project and estimation administration support.
Produce and maintain accurate records and documentation.
Update and maintain registers with project photos, claims documentation, and other relevant data.
Assist with the preparation of handover reports to the project team.
Prepare and submit monthly reports to the finance team as required.

Pricing & Contract Support:

Update and maintain pricing lists to reflect current rates.
Assist in contract administration and documentation.

General Administrative Support:

Maintain organized digital filing systems for project and estimation documents.
Communicate effectively with internal teams to ensure alignment on key tasks.
Support continuous improvement in administrative processes for efficiency.
Assist office-based administration and project teams with ad hoc tasks as required.

Requirements

Previous experience in an administrative or project support role.
Strong organizational and time-management skills.
Proficiency in Microsoft Office (Excel, Word, Outlook, Teams) and project management tools.
Excellent written and verbal communication skills.
Ability to work independently, manage multiple tasks, and meet deadlines.
Experience in the construction, engineering, or estimation field preferred