Dynamic Offshore Pty Ltd
Position Title: Construction Administrator Schedule Monday – Friday, 9:00 am - 5:30 pm VIC, AU Time or 7:00 AM – 3:30 PM PH Time Holiday to follow: VIC, AU Holidays Workdays: Mon - Fri Work Set-up: Work From Home Work Details: Full-time About The Role Our VIC based client is seeking a highly organized, proactive, and self-motivated Construction Administrator to support office operations, administrative functions, invoicing, procurement, and general business activities. The successful candidate will play an important role in ensuring efficient workflows across the organization. This position requires someone who takes ownership of their responsibilities, can manage priorities with minimal supervision, and proactively identifies opportunities to contribute and improve business processes. The ideal candidate will not simply wait for assigned tasks but will actively look for ways to support the team, identify areas requiring attention, and take initiative to ensure tasks and responsibilities are followed through to completion. Key Responsibilities General Administration · Manage scheduling, meetings, and appointments for executives and staff · Maintain and update records, databases, and filing systems · Handle standard administrative tasks, including emails, document filing, and general correspondence · Prepare reports, documents, and presentations as required · Ensure compliance with company policies, regulations, and legal requirements · Oversee document control using Autodesk Construction Cloud (Docs) · Identify administrative tasks requiring attention and take initiative to address them · Support the team with additional administrative responsibilities as required Invoicing & Financial Administration · Process, track, and manage invoices, ensuring timely payments and accurate records · Reconcile invoices with purchase orders and contracts · Maintain financial records and assist with expense tracking · Perform basic bookkeeping and financial administration · Use QuickBooks for invoicing and financial management (experience preferred but not essential) · Coordinate with finance teams to support budgeting and reporting · Maintain a high level of numerical accuracy and attention to detail Procurement & Vendor Management · Manage office and production procurement, including sourcing, purchasing, and inventory control · Procure supplies using Alibaba as a primary platform · Ensure materials meet project timelines, quality requirements, and budget targets · Interpret material lists, extract necessary details, and source required supplies · Compare suppliers and negotiate to achieve competitive pricing and quality · Collaborate with production and construction teams to meet procurement requirements · Monitor vendor performance and maintain strong supplier relationships · Proactively identify procurement requirements and follow up on outstanding orders or materials Human Resources & Office Support · Support HR functions including onboarding, employee record management, and timesheet processing · Assist with recruitment activities, including interview coordination and documentation · Provide general office and team support as required · Take ownership of assigned responsibilities and follow tasks through to completion Key Skills & Experience · 2–3 years of experience in an administrative role with invoicing and procurement responsibilities · Excellent organizational, problem-solving, and multitasking abilities · Strong verbal and written communication skills · Proficiency in Microsoft Office Suite · Advanced Excel skills, including formulas, data analysis, and formatting — not just data entry · Experience with QuickBooks or other accounting software · Procurement experience, ideally sourcing through Alibaba or similar platforms · Ability to interpret and act on material lists to meet cost and timing targets · Strong attention to detail and numerical accuracy · Experience in a construction, production, procurement, or similar business environment is advantageous Personal Attributes The successful candidate will: · Demonstrate a proactive approach by identifying tasks that require attention and taking initiative without waiting for instructions · Actively seek opportunities to contribute and improve processes rather than working solely from assigned tasks · Take ownership of responsibilities and follow through to completion · Proactively communicate with the team and reach out for additional work or responsibilities when current tasks are completed · Be self-motivated and able to manage priorities effectively · Maintain productivity and focus with minimal supervision · Demonstrate a forward-thinking and solutions-oriented approach · Be willing to learn, adapt, and take on additional responsibilities as the business grows · Communicate clearly and professionally with internal teams, suppliers, vendors, and other stakeholders Perks & Benefits: · Company-provided desktop/laptop with back-up internet. · HMO from day one. · 15 Vacation + 5 Sick Leaves. · Annual performance reviews. · Employee loan facilities. · Fun company events with prizes and recognition. Job Type: Full-time Pay: Php35,000.00 - Php50,000.00 per month Benefits Company Christmas gift Company events Free parking Health insurance Life insurance On-site parking Work from home Application Question(s): What is your expected gross monthly salary (in PHP)? Are you willing to submit the pre-employment requirements (such as NBI clearance, medical tests, etc.)? Experience: QuickBooks or other accounting software: 1 year (Required) Alibaba or similar platforms: 1 year (Required) construction, production, procurement: 1 year (Required) admin role with invoicing and procurement responsibilities: 1 year (Required) Excel skills (formulas, data analysis, and formatting): 1 year (Required) Australian construction : 1 year (Required) Work Location: Remote
Dynamic Offshore Pty Ltd
