Project Admin Assistant (Construction) | Permanent Work from Home | Morning Shift

Zohorecruit; Manila; Remote; PHP 501,000 - 613,000; Part time

Job summary

Scale-X Solutions is seeking a Project Admin Assistant (Construction) for a permanent remote role with a 30-hour work week. The role anchors on owning project documentation, data accuracy, and process automation to ensure deadlines and budgets are met.

You will support crews with scheduling, invoicing, client onboarding, and CRM data integrity, leveraging Zoho and Xero. AU experience is essential for success in this position.

Qualifications

• Proven project coordination in building & construction.
• Familiarity with Google Workspace.
• Minimum 2–3 years in project administration.
• Excellent communication skills.
• Strong organisational skills and proactive problem solving.
• Confident communicator with the ability to train staff in digital systems.
• Experience in Xero (invoicing and quotation) is a MUST.
• AU experience is a MUST.

Responsibilities

• Documentation & Organization: Maintain project plans, schedules, budgets, and technical documents (reports, contracts, invoices).
• Data Management & Reporting – Maintain clean data and create dashboards for management.
• General Project Admin – Support teams with documentation, scheduling, and compliance.
• Other admin tasks - arrange meetings, agendas, minutes, events as directed by management.
• Email management: take over shared inbox; upload client plans into Zoho CRM as leads.
• Quoting support: read plans, enter data, and type itemized quotes into Xero.
• BDM support: assist contracts so BDM can focus on client relationships; VA handles back-end only.
• Cash flow visibility: support reporting via Zoho and Xero — invoicing side only.
• Client onboarding: upload new client info into Zoho; no timesheets/payroll involvement.

Skills

Communication

Organization

Problem solving

Training staff

Proactiveness

Project coordination

Tools

Zoho CRM

Xero

Google Workspace

Job description

Project Admin Assistant (Construction) | Permanent Work from Home | Morning Shift

JOB TITLE: Project Administrator - Construction
TYPE: 30 hours a week
RATE: $8AUD/hour

We are seeking a Project Coordinator/Administrator who will act as the central hub for project administration, facilitating communication, tracking schedules, managing documentation, and ensuring resources are available to meet project deadlines and budgets.
This is not a task-following role — we need someone who takes full ownership, drives efficiencies, and improves processes through automation and smart system utilisation.
Key Responsibilities:

• Documentation & Organization: Maintaining project plans, schedules, budgets, and technical documents (reports, contracts, invoices)
• Data Management & Reporting – Maintain clean, accurate data and create dashboards for decision-making by management.
• General Project Admin – Support teams with documentation, scheduling, and compliance.
• Other admin tasks - arrange team meetings, issue agendas & minutes, set up team functions, etc. as directed by management.
• Email management: Take over the shared inbox currently mismanaged by an in-office admin; upload client-submitted plans into Zoho CRM as leads.
• Quoting support: Read building plans, enter data into an existing spreadsheet (auto-calculates price), then type itemized quote into Xero (kitchen, bathroom, laundry, bedrooms).
• BDM support: Assist with contracts so the BDM can focus on client relationships; VA handles back-end only.
• Cash flow visibility: VA to support reporting via Zoho and Xero — invoicing side only; Leanne manages all bookkeeping.
• Client onboarding: Upload new client contact information into Zoho; no timesheets or payroll involvement.

Skills and Experience Required:

• Proven project coordination, administration, or a related role experience in the building and construction industry.
• Familiarity with Google workspace
• Minimum 2-3 years in project administration.
• Excellent communication skills.
• Strong organisational skills, attention to detail, and proactive problem‑solving.
• Confident communicator with the ability to train and support staff in digital systems.
• Experience in XERO (invoicing and quotation) is a MUST
• AU experience is a MUST