Senior Administration & Project Support Coordinator I Hybrid

Cloudstaff Philippines Inc.; Philippines; On-site; PHP 670,000 - 1,116,000; Full time

Benefits offered by this job

Comprehensive health and lifeInsurance

Flexible leave credits

Company-provided PC/laptop and fibre

International career growth

Employee referral incentives

Psychiatrist support

Employee Share Units

Dream Points rewards

Job summary

Cloudstaff Philippines Inc. is seeking a Senior Administration & Project Support Coordinator to support a Melbourne-based business specialising in high-end residential construction projects.

You will manage day-to-day administration, scheduling and project coordination, ensuring jobs, communications and documentation are organised and up to date, while liaising with owners, supervisors, project managers and clients.

Qualifications

• 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 organisational 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.

Responsibilities

• Schedule and coordinate project timelines and activities.
• Manage project-related emails and communications with stakeholders.
• Maintain accurate project records and client documentation.
• Assist with invoicing and basic accounts administration.
• Help document and improve administrative processes and workflows.

Skills

Senior admin

Project coordination

Scheduling

English communication

Stakeholder communication

Multitasking

Tools

Tradify

Job description

Senior Administration & Project Support Coordinator

Industry: High-End Residential Construction / Electrical TradesLocation: PhilippinesReporting to: Business Owner / Director

About the Role

We are seeking an experienced Senior Administration & Project Support Coordinator to support a Melbourne-based business specialising 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 organised and kept up to date.

The ideal candidate will have previous experience supporting an Australian construction, electrical or trade-based business, be highly organised 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 organisational 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.

Perks and Benefits

• Comprehensive health and life insurance starting on your 16th day of employment, including coverage for one free dependent
• Flexible leave credits that can be used for vacation, emergencies, and sick leave
• Exciting Mid-Year Parties with giveaways and cash prizes!
• Endless opportunities for career advancement
• We set you up for success with a company-provided PC/laptop and fiber internet connection
• Tech-on-Wheels support
• Join our CS Social Clubs and Special Interest Groups to connect with colleagues
• International career growth and networking opportunities
• Unlimited cash incentives for successful referrals
• In-house psychiatrist available to support employees' well-being
• Become part of the Employee Share Units program
• Cloudstaff Dream Points – redeemable for useful items like appliances, kitchen gadgets, and more