Senior Administration Officer

4 days ago

Herston, Queensland, Australia Set Up My Offshore Full time $90,000 - $120,000 per year

Job DescriptionThis is a remote position.Client Overview:Our client is a leading specialist in lightweight external wall solutions, façade systems, Hebel (AAC) cladding, rendering, painting, and architectural finishes for residential and multiresidential projects across NSW. They deliver comprehensive end-to-end services, from design support, specification, and scheduling to supply and installation.Job Overview:The Senior Administration Officer will play a key role in supporting daily operational activities for residential and multi-residential construction projects. This position focuses on documentation control, procurement support, schedule tracking, and stakeholder coordination. The successful candidate will act as a senior-level professional, capable of managing workloads independently while ensuring accuracy, timeliness, and clear communication with onshore teams.Key ResponsibilitiesReview, organise, and maintain project documentation including drawings, specifications, contracts, change orders, and compliance certificates.Prepare purchase orders, track supplier quotes, follow up on deliveries, and maintain supplier databases.Manage email correspondence, inquiries, and formal communications while keeping comprehensive follow-up records.Update and monitor project schedules, track milestones, and prepare periodic progress reports.Maintain project tracking systems (progress logs, budgets, invoices) and generate weekly and monthly performance reports.Assist with invoice reconciliation, cost coding, claim submissions, and subcontractor invoice verification.Ensure all documentation complies with company standards, codes, and certification requirements.Act as a liaison between site staff, suppliers, and internal teams to clarify requirements and resolve bottlenecks.Identify and implement improvements to administrative processes, templates, and workflow standards.Manage the Operations & Maintenance inboxes and process all incoming requests efficiently.Triage incoming jobs, schedule inspections, forward technical items to estimating, and fast-track straightforward requests directly into scheduling.Support a broad operational network including 4 supervisors, 3 internal tradesmen, and 50+ subcontractors.Report directly to the General Manager.Operate as a senior independent professional, managing responsibilities with minimal supervision.RequirementsBachelor's degree in administration, business or relevant fieldMinimum 2 years of experience providing offshore/remote support for Australian companies.Strong understanding of construction documentation (contracts, specifications, RFIs, change orders).Excellent organisational skills and high attention to detail.Strong written and verbal English communication skills.Proficiency in Microsoft Office (Word, Excel, Outlook) and familiarity with project/document management systems.Solid numeracy skills with experience in budget tracking and invoice management.Proactive, reliable, and capable of managing multiple priorities under pressure.Stable internet connection and a suitable home-office setup.Ability to work independently while maintaining effective communication with team members.BenefitsPermanent WFH ArrangementFixed day-shift Schedule (Australian time)'Commensurate with experience' Remuneration Packagecheck(event) ; career-website-detail-template-2 => ,meta)" mousedown="lyte-button => check(event)" final- final-class="lyte-button lyteBackgroundColorBtn lyteSuccess" lyte-rendered="">

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