Senior Administration & Project Support Coordinator | Hybrid | Morning Shift

Cloudstaff Philippines Inc.; Pampanga; Hybrid; PHP 446,000 - 670,000; Full time

Benefits offered by this job

Health insurance

Leave credits (up to 24)

Career advancement

Office perks (coffee/meals/beers)

VIP lounge access

Wellness program

Job summary

Cloudstaff Philippines Inc. is hiring a Senior Administration & Project Support Coordinator to back Melbourne-based residential construction projects. The role centers on day-to-day administration, scheduling and project coordination with the business owner and team.

The ideal candidate is highly organized, communicates confidently with on-site teams, and has experience with an Australian construction, electrical or trade-based business. Hybrid work setup in the Philippines is offered.

Qualifications

• Experience in senior administration, project administration or coordination.
• Experience with Australian construction, electrical, plumbing or trade-based business is desirable.
• Strong scheduling and organizational skills.
• Excellent written and spoken English.
• Able to communicate with owners, supervisors, managers, clients and suppliers.

Responsibilities

• Manage and maintain project and job schedules.
• Book and coordinate upcoming jobs and activities.
• Prepare and update schedules for supervisors and the wider team.
• Track changes to project requirements and ensure information is communicated.
• Follow up on outstanding actions, information and documentation.
• Assist with coordinating priorities across multiple active projects.
• Manage project-related emails and correspondence.
• Maintain accurate project and client records.
• Assist with general administrative tasks and processes.
• Help document and improve administrative processes.

Skills

Scheduling

Organizational skills

English communication

Attention to detail

Independent worker

Tools

Tradify

Microsoft Office / 365

Job description

We’re Hiring: Senior Administration & Project Support Coordinator

Looking for a role that fosters collaboration, creativity and career growth in a vibrant office environment? We got you covered! Join our team at Cloudstaff, the #1 workplace everywhere!

Role: Senior Administration & Project Support Coordinator

Work Arrangement: Hybrid

Location: Philippines - Ortigas, Makati, Pampanga

Schedule: Morning Shift

Job description:

We are seeking an experienced Senior Administration & Project Support Coordinator to support a Melbourne-based business specializing in high-end residential construction projects.

Working closely with the business owner and project team, this role will take ownership of day-to-day administration, scheduling and project coordination, helping ensure jobs, communications and documentation are organized and kept up to date.

The ideal candidate will have previous experience supporting an Australian construction, electrical or trade-based business, be highly organized and confident communicating with a busy on-site team.

Key Responsibilities:

Scheduling & Project Coordination

• Manage and maintain project and job schedules.
• Book and coordinate upcoming jobs and activities.
• Prepare and update schedules for supervisors and the wider team.
• Track changes to project requirements and ensure relevant information is communicated.
• Follow up on outstanding actions, information and documentation.
• Assist with coordinating priorities across multiple active projects.

Administration & Communication

• Manage and coordinate project-related emails and correspondence.
• Ensure communication between the business owner, supervisors and project managers is captured and followed up.
• Maintain accurate project and client records.
• Assist with general administrative tasks across the business.
• Help create greater structure and consistency around existing administrative processes.
• Liaise with clients, suppliers and other stakeholders as required.

Invoicing & Accounts Administration

• Prepare and process invoices using the company’s existing systems.
• Ensure invoicing information is accurate and completed on time.
• Follow up internally on information required for invoicing.
• Assist with other basic accounts administration as required.

Systems & Process Improvement

• Maintain accurate information within Tradify and other business systems.
• Help document and improve administrative processes as the role develops.
• Identify repetitive tasks that can be standardised or streamlined.
• Support the business in developing more structured workflows around scheduling, project changes, invoicing and eventually elements of the quoting process.

Qualifications and requirements:

Skills & Experience

• Previous experience in a senior administration, project administration or coordination role.
• Experience working with an Australian construction, electrical, plumbing or other trade-based business is highly desirable.
• Strong scheduling and organizational skills.
• Excellent written and spoken English.
• Confident communicating with business owners, supervisors, project managers, clients and suppliers.
• Strong attention to detail and ability to manage multiple priorities.
• Comfortable working independently and taking ownership of tasks.
• Experience with job or project management software; Tradify experience would be advantageous.
• Experience with invoicing and general accounts administration.
• Strong Microsoft Office / Microsoft 365 skills.

Non-negotiable skills and requirements:

• The successful candidate will become a trusted support person for the business, progressively taking ownership of the administrative workload currently managed by the business owner.
• The key outcome is to reduce the time the owner and construction team spend on administration, while ensuring schedules, project changes, communications, invoicing and follow-ups are managed accurately and consistently.
• As the role develops, there is an opportunity to take on broader project coordination and help systemise additional processes across the business.

Perks & Benefits (Work From Office/Hybrid):

• Comprehensive health and life insurance on your 16th day of employment, covering 1 free dependent on the 16th day of employment
• Up to 24 leave credits per year
• Flexible leave credits which may be used for vacation, emergency and sick leaves
• Endless opportunities for career advancement
• Exclusive ATM inside the office for employee's convenience
• Annual Performance Review with Salary Increase
• We set you up for success with a company-provided PC/Laptop and fiber internet connection
• Look forward to weekly office perks for work from office staff – Free Coffee, Meals and Beer Fridays!
• Top notch workplace with first class VIP lounge and game rooms
• Child friendly spaces to cater to the needs of employees with children, enhancing work-life balance
• Participate and join our CS Social Clubs and Special Interest Groups to connect with colleagues
• Mental Wellness Employee Assistance program through Lifeworks
• In-house psychiatrist available to support employees' well-being
• Become part of the Employee Share Units program
• Cloudstaff Dream Points - To be used for bidding useful items like appliances, kitchenettes etc.

Cloudstaff : Build Your Career, Anywhere

Established in 2005, Cloudstaff is a leading outsourcing company that empowers businesses to thrive through smarter talent solutions. We're passionate about creating a work environment that fosters your professional growth and overall well-being.

Why Cloudstaff is the #1 Workplace?

• Award-winning Culture: We're committed to building the #1 Workplace Everywhere, with a proven track record of staff engagement initiatives and industry recognition
• Invest in You: We support your development through comprehensive training programs, mentoring and opportunities for career advancement
• Thrive as an Individual: We offer a strong work-life balance with flexible schedules, meaningful perks and a collaborative team environment.