Finance & Administration Assistant

Peoplegig; Metro Manila; On-site; PHP 223,000 - 335,000; Full time

Job summary

CARDAV and XT Builders are seeking an Administration Assistant to deliver administrative and finance support across both businesses. The role will balance time 50/50 between projects, focusing on invoice tracking, timesheets, and document management, with potential transition to full-time as needs grow.

Ideal candidates will have strong Excel skills, Xero experience, and an ability to manage multiple priorities in a small business environment.

Qualifications

• Experience in administration, accounts support, or related role.
• Strong Excel and general office administration skills.
• Accurate recordkeeping and financial tracking.
• Good written and verbal English communication.
• Ability to manage multiple tasks independently.
• Xero experience and construction or project administration exposure are preferred.

Responsibilities

• Provide day-to-day administrative support across both businesses.
• Maintain financial trackers, spreadsheets, invoices, receipts, and payment records.
• Assist with Xero administration and organise financial documents for the external accountant.
• Track employee timesheets against projects and support payroll-related reconciliation.
• Monitor project costs, supplier and subcontractor invoices, and outstanding payments.
• Prepare quotations, project documents, templates, and compliance records.
• Maintain project registers, job trackers, and document control systems.
• Assist with progress claim documentation and general business tasks.
• Support basic website updates and marketing administration as needed.

Skills

Excel skills

Office administration

Financial tracking

Xero

Document management

Timesheets

Payroll support

Attention to detail

English communication

Education

Business Administration

Accounting background

Tools

Xero

MS Excel

MS Word

Job description

About the job Finance & Administration Assistant

Role Brief

The Administration Assistant will provide administrative, finance tracking, and project support across CARDAV and XT Builders, initially splitting time approximately 50/50 between the two businesses. The role will focus on invoice tracking, timesheets, project costs, Xero-related administration, document preparation, and general business support. Construction or project administration experience is advantageous, but candidates with strong administrative and finance support skills may also be considered. The role may transition to full-time as business needs grow.

• Provide day-to-day administrative support across both businesses.
• Maintain financial trackers, spreadsheets, invoices, receipts, and payment records.
• Assist with Xero administration and organise financial documents for the external accountant.
• Track employee timesheets against projects and support payroll-related reconciliation.
• Monitor project costs, supplier and subcontractor invoices, and outstanding payments.
• Prepare quotations, project documents, templates, and compliance records.
• Maintain project registers, job trackers, and document control systems.
• Assist with progress claim documentation and general business tasks.
• Support basic website updates and marketing administration as needed.

Education Requirement

A qualification in Business Administration, Accounting, Finance, or a related field is preferred but not mandatory.

Minimum Years of Experience in similar role

Experience in administration, accounts support, finance administration, or project coordination is preferred. Construction or project-based industry experience is an advantage.

Technical System Experience

• Xero: Basic finance administration and invoice entry preferred.
• Microsoft Office: Strong Excel and Word skills.
• Financial Tracking: Experience maintaining spreadsheets, tracking invoices, and reconciling records.
• Document Management: Preparing and organising business and project documents.
• Payroll Support: Timesheet collection and payroll-related administration.
• Construction Documentation: Familiarity with SWMS and subcontractor documentation is advantageous.
• Organised and detail-oriented.
• Proactive, resourceful, and reliable.
• Numerically confident with strong recordkeeping skills.
• Able to manage competing priorities and follow up independently.
• Comfortable working directly with a business owner in a small, growing business.
• Adaptable and willing to learn new systems and processes.

Must Have Skills / Experience

• Experience in administration, accounts support, or a related role.
• Strong Excel and general office administration skills.
• Accurate recordkeeping and financial tracking.
• Good written and verbal English communication.
• Ability to manage multiple tasks and work independently.

Xero experience and construction or project administration exposure are preferred.