Construction Administrative Specialist  

Administrative Specialist
This is a remote position
Offer is at 17,000 PHP per month

Schedule and Working Hours:

Option 1

• Part-time: 3 days per week, 8 hours per day (Mondays, Fridays, and one day in between)
• Working hours: 09:00 AM to 05:00 PM Brisbane time

Option 2

• Part-time: 5 days per week, 4 hours per day (Mondays to Fridays)
• Working hours: 09:00 AM to 01:00 PM Brisbane time

The Administrative Specialist will support the team by handling administrative tasks, managing investor information communication, tracking project budgets, and ensuring timely payments. This role requires excellent organizational skills, attention to detail, and strong communication abilities.

Responsibilities:

• Property Questions: Contact real estate agents to gather specific information about properties using a set of six predefined questions.
• Filing and Tracking Project Budgets: Organize incoming invoices into appropriate folders on Google Drive and update spreadsheets with this information to track budget versus actual expenses.
• Helping with Updates: Assist in preparing weekly updates for clients, including budget tracking, project timelines, photos, and descriptions.
• Following Up with Tradies: This involves contacting the tradespeople (tradies) to confirm if they have received payments for their invoices.
• Following Up with Investors: Email and call investors after invoice due dates to make sure payments are settled on time.
• Managing Leads: Access the email account where leads from ads are received and contact these potential clients via calls and emails to book meetings.

Timeline and Objectives:

First 2 Weeks:

• Complete onboarding and training on company processes and tools.
• Audit current administrative processes and suggest improvements.
• Familiarize with property inquiry procedures and investor communication protocols.
• Begin handling initial property inquiries under supervision.

First Month:

• Independently manage property inquiries and gather required information.
• Start organizing and tracking project expenses and budgets.
• Assist in preparing weekly updates for investors.
• Begin following up on payments from investors and to tradies.

First 90 Days:

• Take full ownership of property inquiries and budget tracking.
• Regularly update investors on project progress with minimal supervision.
• Ensure timely follow-up on all payments and maintain accurate records.
• Manage leads from ads and schedule meetings independently.
• Demonstrate the ability to handle ad-hoc tasks efficiently.

In 180 Days:

• Streamline administrative processes for increased efficiency.
• Proactively identify any possible issues related to project budgets and payments.
• Maintain consistent and detailed communication with investors.
• Support the team in scaling operations by managing increased workloads seamlessly.

In a Year’s Time:

• Have a comprehensive understanding of all administrative aspects of the company.
• Contribute to continuous improvement initiatives to enhance operational efficiency.
• Build strong relationships with investors and ensure high levels of satisfaction.
• Be a key player in supporting the company’s growth and achieving its business objectives.

Qualifications:

• Minimum 2 years' experience in an executive administrative/assistant role.
• Experience in the construction industry is highly desirable.
• Experience managing projects or coordinating team efforts can be valuable, especially for roles involving significant project management responsibilities.
• Experience with project management tools is advantageous.
• Ability to build strong rapport and demonstrate high-level etiquette in professional interactions.

Required Skills:

• Excellent communication skills.
• Strong organizational and time-management skills.
• High attention to detail.
• Proficiency in Excel and Google Sheets.
• Ability to handle multiple tasks and prioritize effectively.
• Technology Savvy
• Strong interpersonal skills
• Ability to analyze data, trends, and information to support decision-making and problem-solving processes.

Home-Based Requirements:

• Fast and reliable wired internet connection of not less than 30 Mbps
• Quiet, private home office free from noise background or distraction
• Updated computer (desktop or laptop), excellent quality headset with microphone, and a working webcam