Administrator / Project Integrator (007-425)

Looking for Filipino (Philippines-based) candidates

Job Role: Administrator / Project Integrator

Compensation range: $1,700-$2.500 AUD/Month

Engagement type: Independent Contractor

Work Schedule: 40 hours per week, with flexibility to choose working hours. Some overlap with AEST hours is expected to support real-time communication/Willing to work full-time, aligned to Sydney time zone (+10 GMT).

Who We Are: At Hunt St, we help Australian companies directly hire top 5% remote talent in the Philippines. You will be hired directly by the client, typically as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote, so you'll be able to work from home.

Who The Client Is:

Brooklynn is a fast-growing Australian construction and development company delivering multiple residential and commercial projects. They require a highly organised, reliable, and proactive Administrator / Project Integrator to manage project setup, trade procurement, and contract administration for all new construction projects.

This role is essential in ensuring every project begins with a complete tender process, accurate documentation, and well-organised trade contracts.

About the Role

The Administrator / Project Integrator is responsible for coordinating the full tendering process for every new Brooklynn project. You will receive project plans directly from the CEO, distribute tender packages to 10–40 trades, follow up persistently, collect and organise quotes, prepare comparison spreadsheets, and support contract award and contract documentation.

You must be highly organised, disciplined, and excellent at follow-up. This role is central to keeping Brooklynn’s construction division structured, efficient, and on schedule.

Core Responsibilities (Summary)

Project Setup & Coordination

• Receive new project plans and documentation directly from the CEO.
• Create organised project folders (plans, trades, tender, contracts, cost, etc.).
• Prepare and distribute tender packages to the required trades.
• Track plan downloads, quote deadlines, and outstanding responses.
• Maintain a tender register showing who received plans, due dates, and follow-up status.
• Ensure consistent folder structure and document control across all projects.

Trade Procurement & Tendering

• Send plans and scope documents to 10–40 subcontractors per project.
• Follow up regularly and persistently until all quotes are received.
• Prepare detailed comparison spreadsheets (pricing, inclusions, exclusions, availability).
• Identify missing information or discrepancies and request clarification.
• Support the CEO and construction team in subcontractor selection.
• Ensure all trade packages are complete and ready for contract award.

Contract Administration

• Prepare and issue formal subcontractor contracts.
• Maintain a master contract register for all trades per project.
• Ensure all signed contracts are correctly stored and version controlled.
• Notify internal Brooklynn construction team when contracts are executed.
• Maintain consistent, accurate documentation throughout the project.

Reporting & Communication

• Provide weekly visibility on tender progress, outstanding quotes, and deadlines.
• Maintain communication with trades and the Brooklynn construction team.
• Proactively identify delays or missing information and follow up immediately.
• Report directly to the CEO on tender status, contract progression, and any risks.

Requirements

Required Skills and Qualifications::

Technical Skills

• Strong organisational and coordination skills.
• Experience dealing with subcontractors, suppliers, or multiple stakeholders.
• Strong spreadsheet skills and experience in comparison matrices.
• Ability to manage documentation, folders, and version control.
• Construction or project administration experience is a MUST.

Professional Skills

• Highly reliable and accountable.
• Strong follow-up ability  comfortable chasing trades consistently.
• Able to manage 20–40 simultaneous tender responses without errors.
• Excellent communication and attention to detail.
• Able to work independently and take ownership of processes.

Personal Characteristics

• Organised and process driven.
• Calm under pressure with strong prioritisation.
• Loyal with a long-term commitment.
• Confident communicating with trades and professionals.

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:

• Full-time, aligned to Sydney time (AEST).
• Independent contractor engagement (long term).
• Must disclose any current roles and update LinkedIn (“Independent Contractor Brooklynn”).
• Works directly with the CEO and Brooklynn construction team only.
• Must be confident communicating with trades and following up consistently.