Administration Officer | AU Construction Company

Job Description

This is a construction administration role built around precision, compliance, and the kind of operational discipline that keeps projects from falling apart behind the scenes. THE ROLE As an Administration Officer embedded within a construction project management business, you will own the administrative backbone that keeps site operations, subcontractor compliance, and payroll running accurately every week. This is not a general admin position — it is a detail-intensive, deadline-driven role where your accuracy directly affects whether workers get paid correctly and whether subcontractors get on site at all. What You Will Do ▸ Manage the full worker induction process through 3D Safety, including VEVO visa verification, compliance documentation, and site access coordination for incoming workers. ▸ Cross-reference weekly timesheets captured in Procore against foreman sign-offs, investigate and resolve discrepancies, and submit accurate hours to the external payroll provider AWF every Monday morning without exception. ▸ Reconcile subcontractor invoices against Procore hours records, verifying invoice amounts, ABN details, rates, and hours, and resolve discrepancies directly with subcontractors before approving for payment. ▸ Maintain the insurance register and ensure all subcontractor compliance documentation is current, complete, and accurately filed at all times. ▸ Liaise regularly with AWF to ensure payroll data transfers correctly and on time, working to a firm Thursday payment deadline each week. ▸ Handle ad hoc administrative tasks directed by the founding directors, including document preparation, correspondence, and coordination support across project operations. WHAT YOU BRING ✔ Demonstrated proficiency in Xero, including invoice processing and accurate data entry across accounts payable workflows. ✔ Administration experience within construction, subcontracting, engineering, or a closely related industry — you understand the compliance environment, not just the tasks. ✔ Strong attention to detail in timesheet processing, invoice reconciliation, and compliance documentation, with a track record of catching errors before they become problems. ✔ Confident, direct communication skills including the ability to handle difficult phone conversations with subcontractors disputing hours or pushing back on invoice rejections — you hold the line professionally. ✔ Basic to intermediate Microsoft Excel skills sufficient for timesheet documentation, labour hire cross-referencing, and hours tracking. ✔ General proficiency across Microsoft Word and Outlook for day-to-day correspondence and document preparation. WORK ARRANGEMENT This is a full work-from-home role. You will work from your own home office. WHY STAFF X Staff X is a certified Great Place to Work employer in the Philippines for multiple consecutive years. Benefits include: ✦ HMO health insurance ✦ Dental plan ✦ Company-provided laptop or desktop computer ✦ Free training and professional development policy ✦ Regular social events and team activities ✦ Employee wellness program ✦ Exposure to clients in Australia, the US, and the UK Staff X offers long-term, stable employment with genuine career growth. Compensation Competitive salary commensurate with experience, plus the full Staff X benefits package. COMMITMENT This is a full-time, dedicated role. The client and Staff X invest heavily in onboarding, training, and integrating this person into a long-term team. We are looking for someone who is ready to commit fully, not someone exploring a side arrangement, managing multiple clients, or running parallel freelance work. If you are currently freelancing and not ready to step into a single dedicated role, this is not the right opportunity for you. If you have a full-time job and are looking for a second income, please do not apply. The right person for this role genuinely wants a stable, long-term career with a single employer who invests in their growth. This is a permanent position. We hire people we intend to keep for years, not months. Send your resume to apply@mystaffx.com to be considered for this role. Include "Administration Officer" in the subject line of your email and note any direct experience with Xero, construction compliance, or subcontractor invoice reconciliation.