Document Controller / Project Administrator

Teksteel; Cebu City; On-site; PHP 335,000 - 603,000; Full time

Benefits offered by this job

Collaborate with Australian team

Office-based in Cebu City

Job summary

Teksteel Drafting Services in Cebu is seeking a Document Controller / Project Administrator to keep project documentation current and report to the Australian Project Manager. You’ll coordinate drawings, submissions, hours and budget reporting across Philippine and Australian teams.

You will handle timekeeping, invoices and recordkeeping while ensuring records are accurate and up-to-date. This is an office-based role requiring on-site presence in Cebu.

Qualifications

• Strong written English comprehension and the ability to prepare short, factual summaries.
• Proficient Microsoft Office, including Excel for hours, percentages and budgets.
• Experience handling PDFs, electronic files and document registers.
• Ability to collect updates from multiple people and follow up politely.
• Systematic approach to checking records and meeting recurring deadlines.

Responsibilities

• Maintain and update design documentation; register revisions and transmittals for project and quality leads.
• Record approvals and submissions in Monday.com; inform Project Manager and track responses.
• Gather progress updates, track against the Australian PM’s schedule, flag delays and missing RFIs/approvals.
• Prepare weekly Clockify summaries of hours, budget usage and unbillable time; follow up discrepancies.
• Handle office administration tasks including timekeeping, invoices, rent, supplies and recordkeeping.

Skills

Strong written English

Microsoft Excel

Attention to detail

Communication

Follow-up with senior colleagues

Tools

Microsoft Office

Bluebeam

Job description

About the role

Keep our project teams informed and organised

Teksteel Drafting Services is the Cebu arm of English Steel Drafting, a Melbourne-based structural steel-detailing business operating since 2010.

We’re appointing a Document Controller / Project Administrator to keep project documentation current and provide dependable reporting to our Australian Project Manager. Working alongside our Philippine and Australian teams, you’ll make sure the latest drawings, submission records, team updates and project hours reach the people who need them.

If you enjoy organising detailed information, checking that records agree and following up until the required information is received, this role offers meaningful responsibility and the opportunity to develop your project administration skills.

The role

You will own five key areas:

• Keep design documentation current: Download and register drawings and models, clearly identify superseded versions, and maintain a revision/transmittal record summarising received changes for project and quality leaders.
• Register submissions and approvals: Accurately record approval and construction submissions in Monday.com, communicate them to the Project Manager, and register incoming review responses.
• Collect and report project updates: Gather progress and completion forecasts from project teams, update planners against the Australian PM’s agreed schedule, and highlight missed dates, reported delays and outstanding RFIs or approvals.
• Bring hours and budgets to the PM’s attention: Prepare weekly Clockify summaries covering project hours, budget consumption and unbillable time. Check missing or incorrectly allocated entries and follow up discrepancies.
• Keep office administration running: Complete assigned timekeeping, bills, rent, supplies and recordkeeping processes, with administrative support for bookkeeping and tax documentation.

You will maintain and report reliable information. Project teams supply progress estimates; the Project Manager assesses delivery status, allocates resources and sets priorities. Technical and financial decisions remain with the relevant leaders.

What success looks like

Within your first three months, you should be managing the recurring document, submission, reporting and office-administration cycle with limited supervision.

By six months, project leaders should trust your records and reports. You’ll obtain required updates without repeated PM chasing and clearly highlight missing information, conflicting dates and overdue responses.

Over the first year, you’ll maintain a dependable reporting rhythm and identify practical ways to make administration more accurate and efficient.

About you

You will need

• Strong written English comprehension and the ability to prepare short, factual summaries.
• Practical Microsoft Office skills, including Excel calculations involving hours, percentages and budget variances.
• Confidence handling PDFs, electronic files and document registers.
• The ability to collect updates from several people and politely follow up outstanding information, including with senior colleagues.
• A systematic approach to checking records, managing open tasks and meeting recurring reporting deadlines.

You notice when revision numbers do not match, a document is missing or hours have been logged against the wrong project. You distinguish a team’s forecast from an agreed deadline and flag gaps rather than guessing.

This role includes regular checking, registers and recurring reports. It suits someone who takes satisfaction in keeping these processes dependable and maintains accuracy when the work becomes familiar.

Useful but not essential

• Experience in document control, project administration, construction or engineering support, bookkeeping support, or another document-heavy environment.
• Experience using Bluebeam and stronger proficiency in Microsoft Office products.
• Experience maintaining trackers and preparing recurring reports.
• An active interest in practical AI and automation, including ways to improve administrative work while checking outputs and protecting confidential information.

Steel-detailing experience, Tekla capability, production-management experience and a specific qualification are not required. Relevant capability may come from employment, study, placements or other practical experience. Our industry terminology, workflows and reporting procedures can be taught.

Why join Teksteel

• Work alongside our Australian team: Collaborate directly with Australian project and operations leaders and gain practical experience supporting construction project delivery.
• Grow your skills and confidence: Build your capability in document control, reporting and project administration as you learn our systems and industry.
• Join a culture focused on development: We value clear expectations, constructive feedback and people who ask questions, take responsibility and learn from mistakes.
• Build with an established business: Join a Philippine operation connected to an Australian business with more than 15 years of operating history.
• Help improve how the work gets done: Contribute practical ideas for making recurring administration more reliable, including appropriate uses of AI and automation.

Office location

You will work from our office at:

Teksteel Drafting Services
San Roque, Talisay City, Cebu 6045
Philippines

This is an office-based position. Applicants must be able to attend this location; the role is not remote.