Administration Officer | AU Construction Company

Staff X - Offshore Staffing; Metro Manila; On-site; PHP 360,000 - 480,000; Full time

Benefits offered by this job

Laptop provided

Training and professional development

Regular social events

Wellness program

Exposure to clients in Australia, the 

US & UK clients

Job summary

Staff X - Offshore Staffing seeks an Administration Officer embedded within a construction project management team. 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 workers' pay and subcontractor site access.

Qualifications

• Proficiency with Xero invoice processing and AP data entry
• Experience in construction/subcontracting administration with understanding of compliance
• Strong attention to detail in timesheet processing and invoice reconciliation
• Confident communication, including discussions with subcontractors
• Basic to intermediate Excel skills for timesheet and labor-tracking
• General proficiency in Word and Outlook for day-to-day tasks

Responsibilities

• Manage worker induction through 3D Safety including VEVO visa verification and site access coordination
• Cross-check weekly timesheets in Procore against foreman sign-offs and submit hours to AWF every Monday
• Reconcile subcontractor invoices against Procore hours records and resolve discrepancies before payment
• Maintain insurance register and ensure subcontractor compliance documents are current
• Liaise with AWF to ensure payroll data transfers on time with a Thursday payment deadline
• Handle ad hoc admin tasks as directed by founders and project leadership

Skills

Xero

Attention to detail

Communication skills

Excel

Construction admin experience

Tools

Procore

Xero

Excel

Word

Outlook

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:

• 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.