Construction Admin and Documentation Staff

A. Macalindong Group of Companies; Cuenca; On-site; PHP 152,000 - 190,000; Full time

Job summary

The Construction Admin & Documentation Staff at A. Macalindong Group of Companies provides administrative, reporting, coordination, and document control support to the Construction Department.

The role ensures project reports, records, contracts, and other construction documents are accurate, organized, updated, and submitted on time. Based at Head Office with occasional site visits, you will consolidate information from site engineers and managers, maintain filing systems, manage documents

Qualifications

• Bachelor’s degree in Construction Management, Civil Engineering, Architecture, Business Administration, Office Administration, Management, or related field.
• 2–3 years of experience in construction administration, project coordination, document control, executive assistance, or office management.
• Experience supporting construction/project teams or senior management is preferred.
• Proficient in Microsoft Excel, Word, PowerPoint, and Google Workspace.
• Good written and verbal communication skills in English and Filipino.
• Strong organizational, documentation, coordination, and time-management skills.
• Detail-oriented and able to handle confidential information properly.
• Able to coordinate with site personnel, management, suppliers, subcontractors, clients, and government offices.
• Willing to conduct occasional project site visits.

Responsibilities

• Prepare weekly, monthly, and ad hoc project reports, dashboards, presentations, and executive summaries.
• Consolidate project information from Site Engineers, Project Managers, Procurement, Finance, HR, suppliers, and subcontractors.
• Maintain organized hard-copy and digital filing systems, project folders, and document registers.
• Control and monitor construction documents such as contracts, purchase orders, invoices, permits, drawings, RFIs, quotations, change orders, and reports.
• Coordinate meetings, prepare agendas and minutes, and monitor action items until completion.
• Follow up on pending approvals, supplier deliveries, permits, inspections, site requests, and project requirements.
• Assist in monitoring project schedules, milestones, manpower, materials, equipment, and unresolved concerns.
• Support contract preparation, procurement documentation, billing, invoices, progress billings, and project closeout requirements.
• Prepare letters, memos, forms, checklists, trackers, and other administrative documents.
• Maintain confidential records and monitor expiration or renewal of permits, licenses, insurance, bonds, and certifications.
• Recommend improvements to reporting, filing, tracking, and document management processes.
• Perform other construction-related administrative duties assigned by management.

Skills

Communication skills

Organizational skills

Time management

Attention to detail

Coordination

Site visits willingness

Education

Bachelor’s degree in Construction Management, Civil Engineering, Architecture, Business Administration, Office Administration, Management, or related field

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Google Workspace

Job description

Construction Admin & Documentation Staff

Department: Construction
Work Location: Head Office, with occasional project site visits
Salary: ₱13,650–₱17,000 per month
Reports To: Construction Head / OIC

Job Summary

The Construction Admin & Documentation Staff provides administrative, reporting, coordination, and document control support to the Construction Department. The role ensures that project reports, records, contracts, and other construction documents are accurate, organized, updated, and submitted on time.

Key Responsibilities

• Prepare weekly, monthly, and ad hoc project reports, dashboards, presentations, and executive summaries.

• Consolidate project information from Site Engineers, Project Managers, Procurement, Finance, HR, suppliers, and subcontractors.

• Maintain organized hard-copy and digital filing systems, project folders, and document registers.

• Control and monitor construction documents such as contracts, purchase orders, invoices, permits, drawings, RFIs, quotations, change orders, and reports.

• Coordinate meetings, prepare agendas and minutes, and monitor action items until completion.

• Follow up on pending approvals, supplier deliveries, permits, inspections, site requests, and project requirements.

• Assist in monitoring project schedules, milestones, manpower, materials, equipment, and unresolved concerns.

• Support contract preparation, procurement documentation, billing, invoices, progress billings, and project closeout requirements.

• Prepare letters, memos, forms, checklists, trackers, and other administrative documents.

• Maintain confidential records and monitor expiration or renewal of permits, licenses, insurance, bonds, and certifications.

• Recommend improvements to reporting, filing, tracking, and document management processes.

• Perform other construction-related administrative duties assigned by management.

Qualifications

• Bachelor’s degree in Construction Management, Civil Engineering, Architecture, Business Administration, Office Administration, Management, or related field.

• Relevant experience may be considered in place of formal education.

• At least 2–3 years of experience in construction administration, project coordination, document control, executive assistance, or office management.

• Experience supporting construction/project teams or senior management is preferred.

• Proficient in Microsoft Excel, Word, PowerPoint, and Google Workspace.

• Good written and verbal communication skills in English and Filipino.

• Strong organizational, documentation, coordination, and time-management skills.

• Detail-oriented and able to handle confidential information properly.

• Able to coordinate with site personnel, management, suppliers, subcontractors, clients, and government offices.

• Willing to conduct occasional project site visits.

Ideal Candidate: Organized, proactive, dependable, detail-oriented, and capable of handling multiple tasks and following through on deadlines.