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3. Project Administration Support

Assist Construction Manager and Supervisors with:

o Job setup (folders, documentation, tracking systems)

o Daily and weekly reporting processes

Ensure all projects have complete and well-organised documentation
Maintain proper storage of site photos, reports, and sign-offs

4. Financial Administration Coordination

Coordinate with Accounts team to ensure:

o Invoices are issued correctly and on time

o Purchase orders match supplier invoices

o All financial documentation is complete and accurate

Support preparation of weekly financial reporting
Assist in tracking overdue payments and maintaining visibility on cash flow

5. Team Coordination & Delegation

Manage and delegate tasks to:

o Admin Assistant(s)

o Offshore admin/accounts team

Ensure tasks are completed accurately and on time
Act as quality control for all administrative output

6. AI, Automation & Process Optimisation (CRITICAL)

Implement and manage AI tools to streamline administrative workflows
Identify repetitive tasks and introduce automation solutions (bots, workflows, integrations)
Improve data accuracy and reporting speed through automation
Continuously review and upgrade systems using AI-driven solutions
Work with leadership to implement scalable, tech-enabled processes across the business

7. Process Improvement

Continuously improve administrative systems and workflows
Identify inefficiencies and implement practical solutions
Drive a structured, systems-focused approach across the business

Key Outcomes

All company data is accurate, up to date, and reliable
Administrative tasks do not bottleneck leadership or operations
Every project is fully documented and organised
Weekly reports are delivered on time and with accuracy
Admin team operates proactively with strong attention to detail
AI and automation are actively used to improve efficiency and reduce manual workload

Requirements

Skills & Experience Required

Essential:
With XERO / Hubdoc experience
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

Admin Manager (DAYSHIFT, REMOTE/WFH-PHILIPPINES) at Scale-X Solutions | All Remote Jobs

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Admin Manager (DAYSHIFT, REMOTE/WFH-PHILIPPINES)

Role overview

Requirements