Full-Time Commercial, Administration & HR Operations Specialist

AgentSync; Philippines; On-site; PHP 505,000 - 682,000; Full time

Job summary

AgentSync is seeking an administrative role to support commercial, administration and HR functions for an Australian labour hire client. The focus is on accurate, on-time month-end claims, maintaining registers and records, and reducing follow-ups.

You will report to the Executive Assistant and work with the director and HR lead, handling invoicing in Xero, contract drafting, and document control, with clerical and compliance duties.

Qualifications

• 2+ years in administration, accounts or contract administration for Australian business.
• Hands-on Xero invoicing experience with strong Excel, including lookups and reconciliations.
• Excellent written English for Australian clients and engineers.
• High attention to detail with numbers and documents; strong document control.
• Ability to prioritise, follow processes closely and obtain sign-off before sending claims or contracts.

Responsibilities

• Coordinate month-end claims and invoicing in Xero; draft, not issue, claims.
• Maintain contract register; draft client contracts and variations.
• Manage shared inbox, document control, and admin support; respond within 4 business hours.
• Support HR administration and compliance tracking; onboardings and file maintenance.
• Maintain ISO-related registers and weekly/monthly/quarterly plans and trackers.

Skills

Xero invoicing

Excel skills

Written English

Attention to detail

Process adherence

Tools

Xero

Microsoft 365

Claude

HubSpot

Jotform

DocuSign

SharePoint

Job description

Schedule: 40 hours per week, Monday to Friday, 8:00am to 5:00pm AEST (Brisbane time), including a one-hour unpaid lunch break

Compensation: ₱45,700 gross monthly pay + ₱7,500 non-taxable allowance

Role Overview

Our client is a growing Australian labour hire business that places civil engineers and supervisors on large-scale infrastructure projects. As the business has grown, its back office needs dedicated support to keep pace. This role supports the commercial, administration and HR functions, with month-end claims as the top priority. You will report day to day to the Executive Assistant and work closely with the director and the HR lead. The main outcome is accurate, on-time claims, current registers and records, and fewer follow-ups slipping through the cracks.

Key Responsibilities

• Month-End Claims & Invoicing (Priority)
  • Collect and chase timesheets, rosters and supporting documents for every placement, and forecast days worked ahead of claim deadlines
  • Reconcile days worked against the contract rate card, roster and client PO before any claim goes for approval
  • Draft claims and invoices in Xero with the correct rates, payment terms and PO numbers, then submit for approval (drafting only, not issuing)
  • Prepare any additional substantiation required by individual clients
• Contract Register & Contract Drafting
  • Maintain the contract register, including client, placement, rates, roster, payment terms, remaining PO value, start and end dates, and variations
  • Update the register within 24 hours of any change
  • Draft client contracts, schedules and variations from existing templates for review and sign-off
• Shared Inbox, Document Control & Admin Support
  • Monitor the shared mailboxes and respond to or route every email within 4 business hours
  • File contracts, timesheets and correspondence in SharePoint according to the established folder structure
  • Chase weekly light vehicle checks and track registration, servicing and insurance across the fleet
  • Prepare letters, forms, meeting notes and follow-up lists, and provide an end-of-day update and a weekly summary
• HR Administration & Compliance Tracking
  • Prepare onboarding packs, including employment contracts from template, induction forms, welcome emails and system setup requests
  • Maintain employee files and the compliance register (tickets, licences, inductions, medicals), flagging expiries 30 days ahead
  • Process offboarding checklists and keep leave and roster records current
• Quality System Documentation & Registers
  • Keep ISO-related registers, action plans and documentation current using existing templates
  • Build a plan and tracker of what is due weekly, monthly and quarterly, and who owns each item
  • Prepare meeting invites and pre-populated agendas so required reviews happen on time
  • Follow up with the team when actions are overdue

Required Skills & Experience

• Minimum of 2+ years of experience in administration, accounts or contract administration for an Australian business
• Hands-on Xero invoicing experience and strong Excel skills, including reconciliations, lookups and checking data against source documents
• Excellent written English, with emails that read naturally to Australian clients and engineers, and a direct, open communication style
• High attention to detail with numbers and documents, and strong document control and register-keeping habits
• Ability to prioritise competing requests, work proactively, follow established processes closely and never send claims or contracts without sign-off

Preferred Skills

• Labour hire, recruitment or construction industry experience
• HR administration experience, including onboarding, employee records and compliance tracking
• Familiarity with progress claims, POs and variations under Australian contracts
• Exposure to HubSpot or a similar CRM, Jotform and DocuSign

Tools & Software Proficiency

• Core Systems (Must-have): Xero, Microsoft 365 (Outlook, Excel, Word, Teams, SharePoint/OneDrive), Claude
• Project & Workflow Management: Microsoft Planner
• Communication & Collaboration: Microsoft Teams, WhatsApp (informal daily communication)
• Productivity & Documentation (Nice-to-have): Adobe Acrobat, DocuSign, Jotform
• Client Management (Nice-to-have): HubSpot or a similar CRM

Additional information

• Manage month-end claims, timesheets and Xero invoice prep
• Maintain contracts, registers, POs and compliance records
• Support HR, inboxes, fleet checks, ISO tasks and follow-ups