Administrative Assistant (Virtual)

⭐️ this is a full-time 100% work from home, Independent Contractor role for someone based in the Manila metro market. This role will work AEST hours ⭐️ 

The company: Our client is a growing Australian company that provides footpath and general  maintenance repairs on behalf of public and private organizations nationwide. 

Their innovative work generates a positive impact across a large number of communities by removing safety hazards, reducing injuries, access impediments and liability risk.

They continue to nurture a collaborative and inclusive work culture that draws on the diverse backgrounds and experiences of its team, including other valued long-standing team members based in the Philippines.

The role: The Assistant Office Administrator will work closely with the Bookkeeper and the Office Operations Manager to support general business tasks that ensure smooth day to day operations for the team.

Reporting directly to the Office Operations Manager, the role will oversee a diverse set of projects. The role will help with business development (prepare client proposals, CRM maintenance), job setups (scheduling work calendar and travel arrangements), KPI reporting. In addition, this role will partner with the broader team to work on ad hoc projects and additional admin tasks as needed.

In this role you will: 

Proposals & Job Preparation:

• Prepare proposals for slicing works and assist with proposals for non-slicing works.
• Review and complete next week’s job checklist in Trello.
• Review job descriptions and instructions for accuracy and clarity.
• Set up next week’s jobs in TripTrack, including cutting lists.

Inductions & Compliance:

• Assist with crew and company inductions as required.
• Collect and review induction documents weekly to ensure compliance.

Reporting & KPIs:

• Complete and submit weekly KPI reports.

Scheduling & Job Coordination:

• Review Trello job backlog and assess upcoming jobs for the next two weeks.
• Stay up to date with the current week's Jobs in Progress.
• Prepare and distribute map locations for the next two weeks of jobs.

Administrative & Ad Hoc Tasks:

• Maintain job records in the CRM, including purchase orders and job costs.
• Monitor employee license, police check, and working with children check expiry dates, and notify the Operations Office Manager of upcoming renewals.
• Order new clothing and company merchandise as needed.
• Monitor the office email inbox and forward relevant emails to the appropriate person.
• Perform other administrative and reporting tasks as required.
• Plan, coordinate, and organise travel jobs, including logistics and accommodations as needed.

Process Improvement & SOPs:

• Develop and maintain Standard Operating Procedures (SOPs) for your role and other key processes.
• Create and maintain an easy-to-follow calendar outlining all daily, weekly, monthly, quarterly, and annual activities related to your role.

About you: 

• Legally eligible to work in the Philippines.
• Strong fluency in verbal and written English.
• As an independent contractor, you must have your own laptop / computer and secure, high speed, secure internet access.
• 2+ years in an Administrative or Operations role (or similar) leading customer facing projects.
• Proficiency with Google Suite, Trello and CRM systems.
• A great communicator who’s comfortable with emails, calls, and problem-solving on the fly.
• A go-getter who’s ready to roll up their sleeves and make things happen.
• Most importantly, someone who’s positive, adaptable, and puts customers first!

Bonus points: 

• Experience in small, fast-paced Australia  based start-ups
• Construction or safety industry knowledge. 

The details:

• Role type: Independent Contractor
• Location: Work from home - 100% fully remote (from the Philippines)
• Working schedule: full-time 40 hours per week; AEST (Sydney) hours
• Hourly rate: PHP ₱300 starting rate per hour depending on experience