WOP Project Administrator with Bookkeeping (Work from home, Morning shift)

Manila - Philippines

Hourly Salary: AUD 9 - 9

Experience Required: 1-3years

Posted on: 16-10-2025

Vacancies: 1 Vacancy

Job Summary

This is a remote position.

Job Title:	Project Admin with Bookkeeping
Industry:	Building & Construction
Employment Type:	30 hours per week to start; will transition to full time
Rate	8 AUD per hour (negotiable to 9 to the right candidate)
Reporting	Directly to Philip or a designated project manager

Role Objective

To set up and manage online systems that ensure every component of each project is accounted for tracked and documentedsupporting operational excellence stakeholder visibility and future scalability.

Core Responsibilities

Project File Systemisation

Create and maintain individual digital project folders (e.g. Google Drive OneDrive Notion or Airtable)

Standardise folder structure: contracts quotes supplier lists timelines photos invoices communications

Ensure all documents are named dated and version-controlled

Forward Planning & Scheduling

Build forward planners for each project using tools like Excel ClickUp or Trello

Include milestones dependencies supplier lead times and inspection dates

Flag critical path items and update weekly

Supplier & Subcontractor Coordination

Maintain a live supplier database with contact details quotes availability and performance notes

Track outreach follow-ups and confirmations

Assist in drafting supplier briefs and comparison charts

Task & Workflow Management

Set up and manage task boards for each project (e.g. Trello Asana)

Assign tasks track progress and escalate delays

Generate weekly status reports

Document Drafting & Formatting

Assist in drafting proposals briefs and stakeholder updates

Format documents professionally with branding diagrams and flowcharts

Ensure consistency across all client-facing materials

Process Optimisation

Propose improvements to file structure naming conventions and workflow tools

Document SOPs (Standard Operating Procedures) for repeatable tasks

Support automation (e.g. email templates calendar sync reminders)

Weekly Rhythm

Day	Focus Area	Hours
Monday	Update planners review task boards	6
Tuesday	File management supplier outreach	6
Wednesday	Document drafting formatting	6
Thursday	System optimisation SOP updates	6
Friday	Reporting wrap-up next week prep	6

KPIs & Deliverables

100% of active projects have complete digital folders

Forward planners updated weekly with no overdue milestones

Supplier database maintained and current

Weekly status report delivered by Friday COB

All documents formatted to Wilson Onsite branding standards

Tools & Platforms (Suggested)

File Management: Google Drive or OneDrive

Planning: Basic tools

Docs & Formatting: Google Docs Canva Notion

Communication: Zoom Email

Additional NOTES:

Hi Eva

Just adding to our conversation yesterday with respect to an Assistant for us with Administration / Projects etc. In addition to what we talked about yesterday here are some specific tasks that would be immediately (or in the near future) required.

Develop systems and processes to improve current work flows on individual projects. Currently all this in Blakes head. It needs to be clear exactly who what and where each project is up to. If we think that Blake is sick and cannot work we need to be able to open a project folder and understand what contractors are working onsite their exact details what is the schedule of the work they are doing what are their payment schedules etc. This would need to be set up and continuously updated. We also need to be clear on the payment schedules of clients. We need someone who is able to compile this system and continually work on it. Accurate information is critical.

A Forward Planner needs to be constantly worked on so that we understand what and where not only current projects are doing but also what is lining up for the future.

It would be ideal if someone has an understanding of Scope of Works documents and Material Take off knowledge and be able to isolate individual components and commence requesting pricing information from suppliers.

We need a centralised filing system created so that in any situation we are able to locate documents names issues etc

To summarise we are moving from an individual builder arrangement to a company Construction company and looking for someone who can work with Blake and myself to grow this business. Forward orders are extremely good and 2026 will be a year of change growth and success.

Please feel free to email any question and I will respond asap. I will attend to your payment request asap.

In closing we need to build a robust admin system that gives us a clear understanding of the current work and financial situation but also a system that would enable a person who has no knowledge of the business to have folders of information that clearly outline financial and operational details.

This is the challenge!

Required Skills:

documentation project management project administration forward planning and scheduling supplier & subcontractor coordination task management process optimization

This is a remote position. Job Title: Project Admin with Bookkeeping Industry: Building & Construction Employment Type: 30 hours per week to start; will transition to full time Rate 8 AUD per hour (negotiable to 9 to the right candidate) Reporting Directly to Philip or a designated pro...