Hybrid Executive Assistant & Admin Coordinator (Construction)

Staff Domain, Inc.; Pasig; Hybrid; PHP 400,000 - 700,000; Full time

Benefits offered by this job

HMO

Dental insurance

Life insurance

Uncapped incentives

Training and upskilling

Paid leaves

Team events

Job summary

Staff Domain, Inc. is seeking an Executive Assistant and Administration Coordinator to support an Australian commercial construction business.

Hybrid role in Ortigas, Pasig with calendar, inbox, and document management responsibilities to drive efficient operations. You will handle HR administration tasks, coordinate recruitment, onboarding, and employee records, while maintaining process documentation and supporting finance and reporting activities.

Qualifications

• Has at least 2 years of HR administration or generalist experience, including recruitment, onboarding, and employee records management.
• Excellent written and spoken English with professional communication.
• Strong Google Workspace skills (Gmail, Calendar, Drive, Docs, Sheets).
• Experience using CRM platforms such as Zoho, HubSpot, or similar systems.
• Familiarity with Buildxact, Xero, or construction project management software is highly regarded.
• Proactive mindset and ability to identify issues early and propose solutions.
• Exceptional organizational skills and ability to manage multiple priorities.
• Ability to work independently, take ownership, and follow through on commitments.
• Experience using HR Central or similar HR management platform is a plus.
• Experience in the construction, trades, or building industry and supporting Australian businesses is highly regarded.

Responsibilities

• Manage the Managing Director's inbox: action, delegate, file, and flag emails.
• Draft client/subcontractor/supplier responses for approval.
• Coordinate Managing Director's calendar including meetings, site visits, travel.
• Prepare daily meeting summaries, priorities, urgent matters, and follow-ups.
• Log and manage new enquiries in the CRM; keep information up to date.
• Schedule client meetings and manage confirmations/reminders.
• Follow up on proposals and quotations to support sales.
• Maintain sales pipeline records and assist reporting on leads and conversions.
• Gather drawings, specifications, and client briefs; organize into structured folders.
• Request and follow up quotations from subcontractors and suppliers.
• Format, review, and proofread quotations/proposals before submission.
• Prepare letters, contracts, notices using templates; maintain filing system.
• Proofread outgoing documents for accuracy and tone.

Skills

HR administration experience

English communication

Google Workspace

CRM platforms (Zoho/HubSpot)

Construction industry familiarity

Proactive mindset

Organizational skills

Independent work

HR Central usage

Australian business exposure

Tools

Buildxact

Xero

Job description

Staff Domain, Inc. is seeking an Executive Assistant and Administration Coordinator to support an Australian commercial construction business.

Hybrid role in Ortigas, Pasig with calendar, inbox, and document management responsibilities to drive efficient operations. You will handle HR administration tasks, coordinate recruitment, onboarding, and employee records, while maintaining process documentation and supporting finance and reporting activities.