Executive Assistant | AU | Hybrid in Ortigas

Setup and Location: Hybrid in Ortigas, Pasig
Work Schedule: 8:00 AM-5:00 PM (AEST) | 05:00 AM-2:00 PM (PH Time)
Employment Type: Full-time

Ready to do work that actually excites you?

We’re looking for a proactive and highly organised Executive Assistant and Administration Coordinator to support a growing Australian commercial construction business. In this role, you'll take ownership of executive support, administration, document management, reporting, and business coordination, helping keep projects, leads, and day-to-day operations running smoothly.

Working closely with the Managing Director, you'll manage calendars, inboxes, follow-ups, documentation, and key administrative processes, ensuring nothing falls through the cracks. This is an excellent opportunity for someone who enjoys taking initiative, solving problems, and creating structure in a fast-paced environment where they can make a real impact on business growth.

This role is ideal for someone who thrives on accountability, has exceptional attention to detail, and enjoys being the person who keeps everything organised behind the scenes. You'll have the opportunity to contribute ideas, improve processes, and become a trusted partner in supporting the ongoing success of the business.

What You’ll Do
You’ll be the kind of person who:

Inbox and Calendar

• Manage the Managing Director's inbox by actioning, delegating, filing, and flagging emails as needed.
  
• Draft responses to clients, subcontractors, suppliers, and key stakeholders for approval.
  
• Coordinate and manage the Managing Director's calendar, including meetings, site visits, and travel schedules.
  
• Prepare daily summaries highlighting meetings, priorities, urgent matters, and outstanding follow-ups.
  

Sales and Lead Management

• Log and manage new enquiries within the CRM, ensuring information is kept accurate and up to date.
  
• Schedule client meetings and coordinate confirmations and reminders.
  
• Follow up on submitted proposals and quotations to support sales and business development activities.
  
• Maintain and update sales pipeline records and assist with reporting on lead activity and conversion metrics.
  

Estimating Support

• Gather drawings, specifications, and client briefs and organise them into structured job folders.
  
• Request and follow up on quotations from subcontractors and suppliers.
  
• Format, review, and proofread quotations and proposals before submission.
  

Documents and Correspondence

• Prepare letters, proposals, contracts, notices, and other business documents using company templates.
  
• Maintain an organised Google Drive filing system with consistent naming conventions.
  
• Proofread all outgoing documents to ensure accuracy, professionalism, and appropriate tone.
  

Finance and Reporting Support

• Assist with following up outstanding client invoices using approved communication templates.
  
• Prepare weekly business snapshots covering revenue performance, receivables, and sales pipeline activity.
  
• Support the Finance Manager by collecting and organising required documentation.
  
• Assist with reporting activities with no payment approval authority.
  

Team and Operations Support

• Coordinate weekly team meetings and record meeting minutes and action items.
  
• Follow up with team members on assigned actions and deadlines.
  
• Maintain and update process documentation, procedures, and checklists.
  

HR Management

• Manage day-to-day HR administration through HR Central.
  
• Coordinate recruitment activities, including job advertisements, applicant screening, interview scheduling, and reference checks.
  
• Manage onboarding and offboarding processes, including contracts, inductions, licences, certifications, and system access.
  
• Maintain accurate employee records, policies, and position descriptions within HR Central.
  
• Track probation reviews, performance reviews, and employee leave records.
  
• Prepare HR documentation using approved templates for management review and sign-off.
  

Other Businesses and Ad Hoc Support

• Provide administrative support to other business interests as required while maintaining confidentiality and professionalism.
  
• Conduct research, coordinate bookings, and complete one-off administrative projects as directed.
  
• Support ad hoc business initiatives and operational requirements as needed.
  
  

Requirements

What You Bring
We’re looking for someone with:

• Has at least 2 years of HR administration or generalist experience, including recruitment, onboarding, and employee records management.
  
• Has excellent written and spoken English skills, with the ability to communicate clearly and professionally.
  
• Has strong Google Workspace skills, including Gmail, Calendar, Drive, Docs, and Sheets.
  
• Has experience using CRM platforms such as Zoho, HubSpot, or similar systems.
  
• Familiarity with Buildxact, Xero, or construction project management software would be highly regarded.
  
• Has a proactive mindset and the ability to identify issues early and recommend solutions.
  
• Has exceptional organisational skills, attention to detail, and the ability to manage multiple priorities.
  
• Has the ability to work independently, take ownership of responsibilities, and follow through on commitments.
  
• Experience using HR Central or a similar HR management platform would be highly regarded.
  
• Experience within the construction, trades, or building industry would be highly regarded.
  
• Experience supporting Australian businesses would be highly regarded.
  

Benefits

Why You’ll Love Working Here

• HMO, dental, and life insurance for you and one free dependent from day one, with the option to add more.
  
• Uncapped placement incentives.
  
• Ongoing training and upskilling opportunities.
  
• Paid leaves including birthday, vacation, medical, and maternity, with up to 6 vacation days convertible to cash on your anniversary.
  
• Employee engagement activities such as year-end party, family day, team building, and more.
  

Let’s Talk
If you’re thinking “this sounds like me”—it probably is. Click apply. We can’t wait to meet you.