Virtual Operations and Project Admin Assistant (005-0368)

​​Looking for Philippines-based candidates

Job Role: Virtual Operations and Project Admin Assistant

Compensation range: $1,500 - $2,000 AUD/month

Engagement type: Independent Contractor Agreement

Work Schedule: This role is expected to overlap from 10 AM to 4 PM Australia/Melbourne time for hand-offs, chasing and meetings, but as a contractor, you’ll have flexibility in how you manage your time.

Who We Are: At Hunt St, we help Australian companies hire top remote talent in the Philippines. For this role, you will be engaged directly by the client 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: Our client is a well-established electrical contracting firm based in Melbourne, specializing in light industrial, commercial, and mixed-use developments. The company is known for its strong commitment to safety, quality, and efficient project delivery. This role has been created to further strengthen the project administration and compliance processes as the business continues to grow and enhance its operational discipline.

Role Overview: We’re looking for a Virtual Operations and Project Admin Assistant to help keep our electrical projects organised, compliant, and running smoothly. You’ll work closely with our Director, project teams, and external stakeholders to make sure documentation, schedules, and workflows are up-to-date and that everything runs efficiently across multiple projects.

This role is all about coordination, accuracy, and follow-through, ensuring nothing slips through the cracks, deadlines are met, and certifications or submissions never expire.

Key Responsibilities: 

• Project & Document Management
• Maintain organised project folders, files, and registers using company drives.
• File and update drawings, RFIs, variations, EOTs, and site photos within one business day.
• Build close-out packs and O&M documents using existing templates.
• Keep authority and certification records updated and ensure timely submissions.
• Team & Project Coordination
• Support coordination of staff, subcontractors, and suppliers.
• Maintain action lists, procurement trackers, and project dashboards.
• Schedule meetings, follow up on deliverables, and issue reminders as needed.
• Track project progress and flag delays or issues promptly.
• Client & Supplier Communication
• Assist with client updates, project documentation, and supplier follow-ups.
• Prepare draft emails and reports for review and submission by the project team.
•  Finance & Accounts Support
• Validate supplier invoices and ensure they match POs and delivery receipts.
• Track variations, claims, retentions, and project costs accurately.
• Maintain monthly reports on accounts payable, receivables, and retention schedules.
• Support with supplier onboarding and compliance document tracking.
• Compliance & Authority Submissions
• Prepare and track submissions to authorities (COES, DNSP, metering, NBN, etc.).
• Maintain dashboards of key submission dates to ensure zero missed deadlines.
• HSEQ Administration
• Keep safety documentation, inductions, and insurance records updated.
• Log site reports, checklists, and corrective actions as directed.
• Continuous Improvement
• Help standardise and improve admin workflows and reporting templates.
• Create clear SOPs for recurring admin tasks.
• Maintain clean, standardised filing and register systems.

Requirements

• Minimum 3 years of experience in remote operations or project administration, ideally in construction, engineering, or building services.
• Strong experience with project coordination, document control, and financial admin support.
• Should be proficient in tools such as Xero, and Asana.
• Proficiency in AroFlo is required
• Proficiency in VisiBuild, HammerTech, Procore and Aconex or similar tools is a plus.
• Advanced Excel or Google Sheets skills (pivot tables, formulas, data validation).
• Excellent attention to detail, organisation, and written communication.
• Familiarity with Australian trade or construction industry standards is a plus.

Tools You’ll Use

You’ll be working with some or all of the following:

• AroFlo, VisiBuild, HammerTech, Aconex, Procore (for project and document control)
• Xero (for financial tracking and reporting)
• Asana, Teams, Zoom (for collaboration and project management)
• Dropbox or Google Drive (for file management and storage)
• Excel / Google Sheets (for reports and dashboards)

Performance Expectations

• Keep project registers, trackers, and dashboards updated daily.
• File new documents within one business day.
• Prepare variation and claims documentation within two business days.
• Maintain zero expired certifications or missed authority deadlines.
• Issue weekly reports and updates on time.

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”)