Operations Administrator (AU Construction, Hybrid)

ConnectOS; Philippines; Hybrid; PHP 279,000 - 446,000; Full time

Benefits offered by this job

Hybrid work

Medical coverage

Dental coverage

Life insurance

Paid vacation leave

Paid sick leave

Annual appraisal

Financial assistance

Job summary

ConnectOS in the Philippines seeks an administrative professional to support the Operations team. You will manage asset and personnel records, logistics administration, and compliance documentation to keep operations running smoothly.

Responsibilities include coordinating logistics bookings, maintaining rosters and driver activity records, preparing weekly and monthly reports, and ensuring compliance documentation are up to date.

Qualifications

• Experience in logistics or admin support roles.
• Familiarity with asset and personnel records management.
• Strong attention to detail and regulatory compliance.

Responsibilities

• Provide administrative support for logistics and transport activities.
• Maintain logistics allocation registers and ensure records are up to date.
• Prepare and issue logistics booking communications to stakeholders.
• Monitor logistics information and escalation issues affecting operations.
• Prepare transport, logistics tracking, and internal reporting.
• Coordinate onboarding documentation for subcontractors and ensure compliance.
• Maintain vehicle records, permits, and safety documentation.
• Assist with route and journey planning and scheduling.
• Ensure drivers have access to current records and safety docs.
• Support rosters, schedules, and route plans updates.
• Coordinate communication between drivers, operators, managers and contractors.

Skills

Logistics coordination

Documentation management

Scheduling & planning

Stakeholder communication

Job description

Schedule: Monday to Friday (06:00 AM-03:00 PM PHT)

Provides administrative and process support to the Operations team, ensuring the effective management of asset and personnel records, logistics administration, and compliance documentation to support operational requirements.

Logistics Administration

• Provide timely administrative support for logistics and transport activities.
• Maintain logistics allocation registers and ensure records are accurate and up to date.
• Prepare and issue logistics booking communications to relevant stakeholders.
• Monitor logistics information and escalation issues that may impact operations.
• Prepare transport, logistics, tracking, and internal reporting as required.
• Coordinate subcontractor onboarding documentation, including account forms and declarations.
• Maintain container weight declarations (CWD), permits, vehicle records, and other compliance documentation.
• Monitor telematics and GPS tracking information, reporting faults to the Workshop as required.
• Ensure drivers have access to current vehicle records and safety documentation.
• Assist with route and journey planning by coordinating schedules and communicating potential delays.
• Maintain accurate records of driver activities, including work and rest hours, to support compliance requirements.
• Support regular review and updating of rosters, schedules, and route plans.
• Coordinate communication between drivers, operators, managers, and contractors regarding scheduling and logistics requirements.
• Ensure scheduling, journey, and route information is accurately maintained and accessible.
• Support compliance with relevant driving hour regulations, rest requirements, and fatigue management policies.
• Assist in ensuring delivery planning considers access requirements, traffic conditions, and speed restrictions.

Wet / Dry Hire Administration

• Ensure all requests for wet & dry hire administrative tasks are completed within a reasonable time frame.
• Ensure any assets/equipment site-specific safety / induction requirements are completed prior to supply.
• Alert the Assets and Personnel Manager/Operations Team of any issues that may affect productivity.
• Provide weekly locations and allocations reports.
• Prepare dead stock reports to highlight any inefficiencies or supply chain issues.
• Provide administrative support to ensure supplier engagement and compliance processes are completed and maintained.
• Monitor and review supplier rates on a regular basis to support cost-effective procurement and improve buyer bargaining power.
• Review supplier compliance on an annual basis, following up any outstanding compliance documentation or insurances as required.

Client / Commercial Administration

• Provide administrative support to the Assets and Personnel Manager, ensuring client documentation and contract requirements are completed prior to supply.
• Prepare and issue hire schedules and rental agreements on behalf of the Management team.
• Assist with new client setup by coordinating, following up, and processing required documentation.
• Provide administrative support for the monthly plant hire review process.
• Reconcile telematics data for company assets, identify discrepancies, and escalated issues to the Assets and Personnel Manager and Workshop.

Personnel & Labour Resource Administration

• Provide timely administrative support for labour requests and workforce allocation processes.
• Coordinate labour documentation to ensure personnel meet project, compliance, licensing, safety, and site-specific requirements.
• Maintain and update labour-related registers, records, and compliance portals.
• Assist with the engagement and administration of external labour suppliers, including contracts and compliance documentation.
• Prepare supplier rate comparisons and annual supplier compliance reviews to support procurement activities.
• Coordinate administrative requirements for the blue-collar workforce, including inductions, onboarding, travel, and accommodation arrangements.
• Prepare workforce reports and elevate issues that may impact operations to the Assets and Personnel Manager.
• Report incidents to the HSEQ Manager in accordance with company procedures.

Inventory Administration:

• Maintain accurate and up-to-date asset records to support asset traceability.
• Ensure asset registers and related documentation are accurately maintained.
• Prepare inventory reports and provide administrative support to the Assets and Personnel Manager as required

Join the awesome team and enjoy these benefits & perks:

• Hybrid
• Medical, Dental Coverage and Life insurance from day 1 of employment
• Paid Vacation and Sick Leave (with Quarterly Sick Leave Conversion)
• Competitive salary package and annual appraisal
• Financial Assistance Program
• Mandatory Government Benefits and 13th Month Pay
• Regular Company Events, Work Life Balance, and Career growth opportunities.

Equal Employment Statement
Employment decisions at ConnectOS will be conducted without consideration of factors such as age', race, color, religion, gender, disability status, sexual orientation, gender identity or expression, genetic information, and marital status. ConnectOS ensures the full confidentiality of the data it processes.