[Hiring] Construction Admin Assistant @Hunt St

Role Description

We are seeking an organised and detail-oriented Construction Admin Assistant to support a growing international manufacturer specialising in large-scale commercial and residential facade projects.

• Assist with tender administration, logistics coordination, project documentation, and subcontractor compliance.
• Work closely with the Australian operations lead, China team, suppliers, and site contacts to keep projects organised and running smoothly.
• Full training on the company's products and systems will be provided.

Key Responsibilities

• Tender Administration:
  • Track tender opportunities from initial enquiry through to submission, maintaining accurate records, documentation, and deadlines.
  • Follow up on outstanding information and help ensure tender documents are complete and submitted on time.
• Logistics and Deliveries:
  • Monitor project delivery schedules and coordinate with the China team and site contacts to ensure materials arrive at the correct location and on schedule.
  • Maintain delivery records, follow up on logistics arrangements, and communicate updates or potential delays.
• Document Control and Compliance:
  • Maintain organised, up-to-date project files and ensure documents are easy to locate when needed.
  • Follow up with subcontractors for required safety and compliance documentation before work begins, tracking outstanding requirements.
• General Administrative Support:
  • Manage email correspondence and follow up with clients, suppliers, and subcontractors on outstanding tasks.
  • Monitor the company owner’s email inbox and respond on their behalf when they are unavailable, ensuring timely and professional communication.
  • Assist with research, document preparation, data entry, and other administrative tasks as required.
  • Keep the operations lead informed of progress, pending actions, and issues requiring attention.

Qualifications

• Proven experience in the construction industry, with a background in construction administration, project coordination, or a similar support role preferred.
• Strong administrative and organisational skills, with the ability to maintain accurate records, manage project documentation, and keep information organised and accessible.
• Excellent written English and communication skills, with the ability to draft professional email responses and exercise sound judgment when responding on behalf of the client.
• Good attention to detail when handling tender records, delivery schedules, project files, and subcontractor documentation.
• Ability to manage multiple priorities, track deadlines, follow up on outstanding tasks, and ensure assigned responsibilities are completed on time.
• Strong written and verbal English communication skills, with the ability to communicate professionally with clients, suppliers, subcontractors, and internal teams.
• Comfortable coordinating with different stakeholders, including overseas teams and construction site contacts, to obtain information and keep tasks moving.
• Proactive and self-motivated, with the ability to work independently, take ownership of assigned tasks, and seek clarification when needed.
• Proficient in Microsoft Office, particularly Word and Excel, for document preparation, recordkeeping, and maintaining trackers.
• Familiarity with Microsoft Outlook and WhatsApp for email communication and day-to-day coordination.

Work Arrangement & Expectations

• This is a remote role that will be set up as an independent contractor engagement.
• To ensure alignment and transparency, successful candidates will be expected to:
  • Disclose any existing ongoing roles or client work.
  • Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”).