Construction Admin Assistant (008-01418

Who The Client Is: Our client is an established manufacturer and installer of aluminium windows, doors, and facade systems, supplying projects across international markets. With a substantial manufacturing and operational team in China, the business has contributed to major commercial and residential developments in Australia. As part of its continued growth, the company is expanding its Australian operations and strengthening its local team.

Role Overview: We are seeking an organised and detail-oriented Construction Admin Assistant to support a growing international manufacturer specialising in large-scale commercial and residential facade projects.

You will assist with tender administration, logistics coordination, project documentation, and subcontractor compliance, working closely with the Australian operations lead, China team, suppliers, and site contacts to keep projects organised and running smoothly. Full training on the company's products and systems will be provided.

Key Responsibilities:

* Tender Administration
* Track tender opportunities from initial enquiry through to submission, maintaining accurate records, documentation, and deadlines.
* Follow up on outstanding information and help ensure tender documents are complete and submitted on time.

* Logistics and Deliveries
* Monitor project delivery schedules and coordinate with the China team and site contacts to ensure materials arrive at the correct location and on schedule.
* Maintain delivery records, follow up on logistics arrangements, and communicate updates or potential delays.

* Document Control and Compliance
* Maintain organised, up-to-date project files and ensure documents are easy to locate when needed.
* Follow up with subcontractors for required safety and compliance documentation before work begins, tracking outstanding requirements.

* General Administrative Support
* Manage email correspondence and follow up with clients, suppliers, and subcontractors on outstanding tasks.
* Monitor the company owner’s email inbox and respond on their behalf when they are unavailable, ensuring timely and professional communication.
* Assist with research, document preparation, data entry, and other administrative tasks as required.
* Keep the operations lead informed of progress, pending actions, and issues requiring attention.

Required Skills and Qualifications:

* Proven experience in the construction industry, with a background in construction administration, project coordination, or a similar support role preferred.
* Strong administrative and organisational skills, with the ability to maintain accurate records, manage project documentation, and keep information organised and accessible.
* Excellent written English and communication skills, with the ability to draft professional email responses and exercise sound judgment when responding on behalf of the client.
* Good attention to detail when handling tender records, delivery schedules, project files, and subcontractor documentation.
* Ability to manage multiple priorities, track deadlines, follow up on outstanding tasks, and ensure assigned responsibilities are completed on time.
* Strong written and verbal English communication skills, with the ability to communicate professionally with clients, suppliers, subcontractors, and internal teams.
* Comfortable coordinating with different stakeholders, including overseas teams and construction site contacts, to obtain information and keep tasks moving.
* Proactive and self-motivated, with the ability to work independently, take ownership of assigned tasks, and seek clarification when needed.
* Proficient in Microsoft Office, particularly Word and Excel, for document preparation, recordkeeping, and maintaining trackers.
* Familiarity with Microsoft Outlook and WhatsApp for email communication and day-to-day coordination.

Tools to Use

* Microsoft Outlook, Word, Excel
* WhatsApp

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”)