Part-time Office Admin Assistant
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Job Description
Office Admin Assistant coordinating jobs, crews, materials, and bookkeeping for an Australian residential fencing company. Supporting the owner remotely while tracking project costs, schedules, records, and office workflows.
Responsibilities:
- Manage incoming email enquiries professionally and efficiently
- Schedule installation jobs and coordinate crew calendars
- Order materials and liaise with suppliers to ensure timely deliveries
- Track jobs from scheduling through to completion
- Perform back costing on completed jobs to monitor costs and protect profit margins
- Maintain accurate job records and documentation
- Assist with invoicing and general administrative support
- Identify opportunities to improve office processes and workflow efficiency
- Support ongoing management and potential migration of the company's job management system
- Support weekly bookkeeping tasks, including reconciling transactions, tracking expenses, and maintaining accurate financial records in Xero
- Work closely with the business owner to coordinate jobs, schedules, materials, and office operations
- Be available for meetings and collaboration during core AEST or PHT business hours
- Disclose any existing ongoing roles or client work
- Reflect the engagement on LinkedIn as “Independent Contractor” if not employed via EOR
Requirements:
- Philippines-based candidate
- Previous experience in an Office Administrator, Project Administrator, or Job Coordinator role
- Experience in construction, trades, or a similar project-based industry highly regarded
- Excellent written and verbal English communication skills
- Highly organised with strong attention to detail
- Comfortable working with numbers and reviewing job costs
- Ability to manage multiple priorities while meeting deadlines
- Proactive, dependable, and capable of working independently
- Confident using business software and willing to learn new systems
- Availability for meetings and collaboration during core AEST or PHT business hours
- Must disclose existing ongoing roles or client work
- Preferred: experience using Tradify, ServiceM8, or similar job management software
- Preferred: experience coordinating field crews, trades, or service technicians
- Preferred: exposure to purchasing, supplier coordination, or scheduling
- Preferred: experience supporting small business operations
- Preferred: basic experience with Xero bookkeeping and accounting software
Benefits:
- 100% remote work from home
- Flexible structuring of specific hours within the AU business-hours overlap window
- Part-time engagement of approximately 20 hours per week
- Engagement may be set up via an Employer of Record (EOR), depending on client preferences and legal structure
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