Administration Officer

Job Description This is a remote position. Client Overview: Our client is a leading specialist in lightweight external wall solutions, façade systems, Hebel (AAC) cladding, rendering, painting, and architectural finishes for residential and multiresidential projects across NSW. They deliver comprehensive end-to-end services, from design support, specification, and scheduling to supply and installation. Job Overview: The Administration Officer will play a key role in supporting daily operational activities for residential and multi-residential construction projects. This position focuses on documentation control, procurement support, schedule tracking, and stakeholder coordination. The successful candidate will act as a senior-level professional, capable of managing workloads independently while ensuring accuracy, timeliness, and clear communication with onshore teams. Key Responsibilities

• Review, organise, and maintain project documentation including drawings, specifications, contracts, change orders, and compliance certificates.
• Prepare purchase orders, track supplier quotes, follow up on deliveries, and maintain supplier databases.
• Manage email correspondence, inquiries, and formal communications while keeping comprehensive follow-up records.
• Update and monitor project schedules, track milestones, and prepare periodic progress reports.
• Maintain project tracking systems (progress logs, budgets, invoices) and generate weekly and monthly performance reports.
• Assist with invoice reconciliation, cost coding, claim submissions, and subcontractor invoice verification.
• Ensure all documentation complies with company standards, codes, and certification requirements.
• Act as a liaison between site staff, suppliers, and internal teams to clarify requirements and resolve bottlenecks.
• Identify and implement improvements to administrative processes, templates, and workflow standards.
• Manage the Operations & Maintenance inboxes and process all incoming requests efficiently.
• Triage incoming jobs, schedule inspections, forward technical items to estimating, and fast-track straightforward requests directly into scheduling.
• Support a broad operational network including 4 supervisors, 3 internal tradesmen, and 50+ subcontractors.
• Report directly to the General Manager.
• Operate as a senior independent professional, managing responsibilities with minimal supervision.

Requirements

• Bachelor's degree in administration, business or relevant field
• Minimum 2 years of experience providing offshore/remote support for Australian companies.
• Strong understanding of construction documentation (contracts, specifications, RFIs, change orders).
• Excellent organisational skills and high attention to detail.
• Strong written and verbal English communication skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and familiarity with project/document management systems.
• Solid numeracy skills with experience in budget tracking and invoice management.
• Proactive, reliable, and capable of managing multiple priorities under pressure.
• Stable internet connection and a suitable home-office setup.
• Ability to work independently while maintaining effective communication with team members.

Benefits

• Permanent WFH Arrangement
• Fixed day-shift Schedule (Australian time)
• 'Commensurate with experience' Remuneration Package

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