Construction Administrator

Location: Philippines – Remote
Employment Type: Mid l Full-Time 

Schedule: Monday to Friday l 9:00 AM - 6:00 PM l Melbourne Time, AEDT
Industry: Construction / Residential Building

About the Role

The client is seeking a highly organised, detail-oriented, and proactive Construction Administrator to provide administrative and operational support across domestic/residential construction projects.

The ideal candidate will have previous experience working within the residential or domestic construction industry and a strong understanding of the administrative processes involved in managing construction projects.

This role will involve supporting the day-to-day coordination of projects, maintaining accurate documentation, communicating with relevant stakeholders, updating project records, and ensuring administrative tasks are completed accurately and on time.

We are looking for someone who understands that construction administration requires more than general office administration. The successful candidate should be comfortable working with construction terminology, project documentation, plans, schedules, suppliers, trades, contractors, and other project-related information.

Key Responsibilities

Construction Administration

• Provide day-to-day administrative support for residential and domestic construction projects.
• Assist with the coordination and administration of projects from initial stages through to completion.
• Maintain accurate and up-to-date project records and documentation.
• Organise construction-related paperwork, contracts, reports, approvals, and correspondence.
• Assist with preparing and updating project documentation as required.
• Track project information, outstanding tasks, deadlines, and key milestones.
• Ensure documentation is filed correctly and can be easily accessed when required.
• Support project managers, builders, supervisors, and other team members with administrative requirements.

Project Coordination

• Assist with coordinating various aspects of residential construction projects.
• Maintain project schedules and update timelines where required.
• Follow up with relevant stakeholders regarding outstanding information, documentation, or tasks.
• Assist in coordinating communication between builders, contractors, trades, suppliers, clients, and internal team members.
• Track project progress and ensure relevant updates are recorded.
• Help identify administrative issues or delays that may impact project timelines.
• Escalate important issues or changes to the appropriate team member.

Documentation & Data Management

• Maintain accurate project files, registers, spreadsheets, and databases.
• Process and organise construction documentation.
• Assist with preparing purchase orders, work orders, invoices, quotes, and other project-related paperwork where required.
• Update project management systems and internal records.
• Ensure documents are correctly named, filed, and maintained.
• Assist with document control and version management.
• Maintain accurate records of project correspondence and communications.

Communication & Stakeholder Support

• Communicate professionally with clients, suppliers, subcontractors, trades, and other stakeholders.
• Respond to routine enquiries and administrative requests.
• Follow up on outstanding information and documentation.
• Assist with coordinating meetings, calls, site-related requirements, and project updates.
• Ensure relevant information is communicated to the appropriate people in a timely manner.
• Maintain a professional and helpful approach when dealing with clients and project stakeholders.

Supplier & Contractor Administration

• Assist with supplier and subcontractor coordination.
• Request and follow up on quotes and documentation.
• Maintain records of suppliers, contractors, and trades.
• Assist with tracking orders, deliveries, invoices, and project-related expenses.
• Follow up on outstanding supplier or contractor requirements.
• Help ensure required documentation and information is received and recorded.

Requirements

Essential Skills & Experience

• Previous experience in a Construction Administrator, Construction Coordinator, Project Administrator, Contracts Administrator, or similar role.
• Demonstrated experience working within the domestic/residential construction industry.
• Good understanding of residential construction processes and terminology.
• Strong administrative and organisational skills.
• Experience managing construction-related documentation and project records.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks, deadlines, and priorities.
• Strong follow-up skills and the ability to ensure outstanding items are completed.
• Ability to work independently and proactively in a remote environment.
• Strong computer literacy and confidence working with spreadsheets and digital systems.

Preferred Experience

• Experience supporting Australian residential construction businesses.
• Familiarity with Australian residential building processes and terminology.
• Experience working with builders, trades, subcontractors, suppliers, and homeowners.
• Experience with construction project management or job management software.
• Experience assisting with contracts, purchase orders, variations, invoices, and work orders.
• Familiarity with construction scheduling and project tracking.
• Previous experience working remotely with Australian-based construction teams is highly regarded.

Technical Skills

The successful candidate should be comfortable working with:

• Microsoft Excel / Google Sheets
• Microsoft Word / Google Docs
• Google Workspace
• Email and calendar management
• Construction project management software
• Job management systems
• Document management platforms
• Digital filing and record-keeping systems

Experience with specific construction or job management platforms is advantageous, although the ability to quickly learn new systems is equally important.

What We’re Looking For

The client is looking for someone who is highly organised, reliable, proactive, and comfortable working in a construction environment.

A strong understanding of domestic/residential construction is particularly important, as the role requires the successful candidate to understand the context behind the documentation and administrative tasks they are managing.

You should be able to work through project information, identify what is outstanding, follow up with the appropriate people, and keep project records accurate and organised without requiring constant supervision.

You will need to demonstrate:

• Construction knowledge – understands residential construction terminology, processes, and documentation.
• Organisation – able to keep multiple projects, documents, and deadlines under control.
• Attention to detail – ensures information and records are accurate.
• Proactivity – identifies outstanding tasks and follows them through to completion.
• Communication – communicates clearly and professionally with different stakeholders.
• Time management – able to prioritise competing tasks and meet deadlines.
• Problem-solving – able to identify administrative issues and determine the appropriate next steps.
• Reliability – consistently follows through on responsibilities and commitments.
• Adaptability – comfortable learning new systems, processes, and project requirements.

Typical Responsibilities at a Glance

The Construction Administrator will be responsible for:

1. Providing administrative support across residential construction projects.
2. Maintaining accurate project documentation and records.
3. Updating project schedules, trackers, and databases.
4. Coordinating information between clients, builders, trades, suppliers, and contractors.
5. Following up on outstanding documentation and project requirements.
6. Assisting with quotes, purchase orders, invoices, and other construction administration.
7. Maintaining supplier and subcontractor records.
8. Supporting project managers and construction teams with day-to-day administration.
9. Monitoring project deadlines, milestones, and outstanding tasks.
10. Ensuring project information is organised, accurate, and readily accessible.
11. Assisting with general project coordination and communication.
12. Supporting the smooth administrative operation of residential construction projects from start to completion.

Ideal Candidate Profile

The ideal candidate will have previous experience in construction administration, particularly within domestic or residential building, and will understand the pace, terminology, documentation, and coordination involved in residential construction projects.

You should be comfortable dealing with multiple stakeholders and managing a variety of administrative tasks simultaneously. You will need to be someone who naturally keeps track of details, follows up when information is missing, and takes ownership of getting tasks completed.

The successful candidate should not need to be a builder or tradesperson, but they should have enough residential construction knowledge and industry experience to understand what they are looking at and why the information is important.

Most importantly, we are looking for someone who is organised, proactive, detail-focused, dependable, and confident working within a domestic construction environment.