AI-Driven Admin Manager: Systems, Data & Projects

Scale-X Solutions; Poland; Remote; PLN 90,000 - 120,000; Full time

Job summary

Scale-X Solutions is seeking an Administration Manager to own and optimize administrative functions across the business. You will manage data accuracy, implement AI tools, and streamline processes to support leadership and operations.

You will supervise admin personnel, coordinate with the accounts team, and drive automation initiatives to improve efficiency and visibility across projects and financials. This role demands strong organisation and proactivity in a fast-paced environment.

Qualifications

• Experience within construction or Australian-based industries.
• Strong organisational and systems-thinking ability.
• High attention to detail.
• Experience managing administrative workflows or teams.
• Strong spreadsheet and data management skills.
• Ability to manage multiple priorities effectively.
• Demonstrated experience using AI tools and automation platforms in a business environment.
• Familiarity with job tracking systems or ERP platforms (e.g., Odoo).
• Experience implementing automation tools (e.g., Zapier, Make, AI assistants, workflow bots).
• Takes full ownership of responsibilities.
• Proactive and solution-focused.
• Highly organised and structured.
• Accountable and reliable.
• Strong interest in technology, efficiency, and continuous improvement.
• Able to perform under pressure in a fast-paced environment.

Responsibilities

• Develop, implement, and maintain structured administrative systems.
• Oversee email and document management processes; keep documentation accurate and accessible.
• Ensure daily updates of key spreadsheets: job tracking, cost tracking, labour hours, AP/AR tracking.
• Cross-check offshore accounts/admin outputs; escalate discrepancies.
• Assist Construction Manager with job setup, reporting, and documentation organization.
• Coordinate with Accounts to ensure invoices and purchase orders align; support weekly financial reporting.
• Manage Admin Assistant(s) and offshore admin/accounts team; ensure timely, accurate output.
• Implement and manage AI tools to streamline administrative workflows; identify repetitive tasks for automation.
• Drive process improvements and scalable, tech-enabled processes across the business.

Skills

Organisation

Systems thinking

Attention to detail

Administrative workflows

Spreadsheet & data management

Multitasking

AI tools & automation

ERP systems (Odoo)

Automation tools (Zapier)

Ownership & accountability

Proactivity

Structured work style

Tech curiosity

Pressure handling

Tools

Odoo

Zapier

Make

AI assistants

Job description

Scale-X Solutions is seeking an Administration Manager to own and optimize administrative functions across the business. You will manage data accuracy, implement AI tools, and streamline processes to support leadership and operations.

You will supervise admin personnel, coordinate with the accounts team, and drive automation initiatives to improve efficiency and visibility across projects and financials. This role demands strong organisation and proactivity in a fast-paced environment.